Explanation
BACKGROUND: For the option to establish a UTC contract to purchase Line Locating Equipment for the Department of Public Utilities Line Locating Section, the largest user. This equipment is used for locating water, sewer and power lines. The term of the proposed option contracts would be two (2) years, expiring June 30, 2011, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 9, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003197). Twenty-one (21) bids were solicited: (M1A-1, F1-0, MBR-1). Three bids were received.
The low bidder for Item 1 did not meet specifications, in that the locator could not distinguish if a piece of metal is horizontal or vertical, as was required. The next low bid received did meet specifications and the low bidder for Items 2 and 3 is acceptable. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Batco, Inc., MAJ, CC# 38-3338143 expires 05/15/2011, Item 1 only, $1.00
USA Bluebook, MAJ, CC# 36-3645787 expires 04/10/2011, Items 2 and 3 only, $1.00
Total Estimated Annual Expenditure: $45,000.00, Department of Public Utilities, the largest user
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 this option contract is budgeted in the Mail, Print Services and UTC Fund Account. City Agencies 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 the option to purchase Line Locating Equipment with Batco, Inc. and USA Bluebook, to authorize the expenditure of $2.00 to establish the contracts from the Mail, Print Services and UTC Fund Account; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 9, 2009 and selected the lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance addresses Purchasing objective 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 maintain a supply of Line Locating Equipment, this is being submitted for consideration 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 Line Locating Equipment, 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 the following contracts for the option to purchase Line Locating Equipment in accordance with Solicitation No. SA003197 for a term of approximately two (2) years, expiring June 30, 2011, with the option to renew for one (1) additional year, as follows:
Batco, Inc., Item 1 only, $1.00
USA Bluebook, Items 2 and 3 only, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reason 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.