Explanation
BACKGROUND: For the option to purchase U.S. Filter/Envirex Parts for the Division of Sewerage and Drainage, the biggest user. The term of the proposed option contracts would be two years, ending December 31, 2007, with the option to extend for one additional year.
The Purchasing Office solicited 162 vendors for the purchase of US Filter/Envirex Parts (SA001729). Of those solicited, one had certified M1A status and one had certified F1 status. The formal bid opened September 15, 2005. There were two proposals received; US Filter Envirex Products and Allied-Locke Industries (REG).
During the review process, the Division of Sewerage and Drainage could not fairly and accurately evaluate alternate products offered by Allied-Locke Industries due to the fact the specifications did not include enough descriptive requirements. Allied-Locke, for example, bid cast iron sprockets; however, the current sprockets in use are made of polyurethane, which are easily maintained, replaced and interchangeable. Without specifying that the sprockets be manufactured from a polyurethane or equal material, it would not be fair to evaluate Allied-Locke's products. Therefore, a contract will be awarded to both suppliers and the Division of Sewerage and Drainage will purchase items that are of alternate construction to evaluate during the contract period.
The Purchasing Office is recommending award of contracts to both of the responsive, responsible, best bidders:
Allied-Locke Industries, MAJ, CC# 36-2551805.
US Filter Envirex Products, MAJ, CC# 34-1545942.
Estimated Annual Expenditure for both contracts: $250,000.00
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Purchasing Contract Account. The Division of Sewerage and Drainage will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into two (2) contracts for an option to Purchase US Filter/Envirex Parts with US Filter Envirex Products and Allied-Locke Industries, to authorize the expenditure of two dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 15, 2005, and selected the two most responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to avoid a lapse in our ability to provide US Filter/Envirex Parts, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to Purchase US Filter/Envirex Parts, thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized and directed to enter into two (2) contracts for an option to Purchase US Filter/Envirex Parts in accordance with Solicitation No. SA001729 as follows: US Filter Envirex Products, all items and provisions, and Allied-Locke Industries, all items and provisions.
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-00, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. That for the reasons stated in the preamble here to, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.