Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Steel and Metal Products with Benjamin Steel Company. This contract is used Citywide to purchase steel angles, steel plates and steel tubes as needed for maintenance and repairs. The term of the proposed option contract would be approximately two (2) years, expiring March 31, 2024, with the option to renew for one (1) additional year. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to competitive bidding, (Request for Quotation No. RFQ020709). The Purchasing Office opened formal bids on February 3, 2022. One (1) bid was received. The bidder, Benjamin Steel Company, did not attach the proposal cost sheet to their bid submission. The proposal cost sheet was received by the Purchasing Office immediately via email as requested at bid closing. Therefore it is in the best interest of the City to waive the provisions of competitive bidding to award this contract. It is not beneficial to re-bid the contract as there was only one (1) bid received initially and therefore the department would not expect a different result.
The Purchasing Office is recommending award to lowest, responsible and best bidder as follows:Benjamin Steel Company, CC# 004389 expires 2/7/2024, Items# 2, 3 and 6, $1.00No bids were received on items# 1, 4 and 5 and these will be bid informally as needed.
Total Estimated Annual Expenditure: $40,000.00, Citywide contract.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance to avoid an interruption in supply.
This company is not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Steel and Metal Products with Benjamin Steel Company; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001670; to waive the provisions of competitive bidding of the Columbus City Codes; and to declare an emergency. ($1.00)
Body
WHEREAS, the Steel and Metal Products UTC will provide for the purchase of steel angles, steel plates and steel tubes to be used with maintenance and repair projects; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 3, 2022; and
WHEREAS, the bidder, Benjamin Steel Company did not attach the proposal page to their bid submission, therefore, it is necessary to waive the competitive bidding of the Columbus City Codes to enter into this contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract with Benjamin Steel Company for the option to purchase Steel and Metal Products to avoid an interruption in supply, 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 is hereby authorized to enter into the following contract for the option to purchase Steel and Metal Products in accordance with Request for Quotation RFQ020709 for a term of approximately two years, expiring March 31, 2024, with the option to renew for one (1) additional year, as follows:
Benjamin Steel Company, Items #2 Steel angles, #3 Steel plates and #6 Steel tubes, $1.00
SECTION 2. That this Council finds it is in the best interest of the City of Columbus to waive the relevant provisions of Columbus City Codes Chapter 329 relating to competitive bidding in order to enter into this contract.
SECTION 3. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670 of this ordinance to pay the cost thereof.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That for the reasons stated in the preamble hereto, 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.