..Explanation
BACKGROUND: For the option to purchase Automotive Lighting Parts for the Fleet Management Division, the largest user. The term of the proposed option contracts will be two years with an option to renew for one (1) additonal year, if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000554). Ninety-five (MAJ:94, MBE:1) bids solicited; five (MAJ:5) bids received. The apparent low bidder for items 3, 7 & 14, Ray O'Herron Company, was deemed non-responsive to section 6.7 of the specifications. Their proposal failed to include the required percent discount and price list identifier. The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidders:
D&M Distributors, Inc., MAJ, CC#31-0926900, $141,250.00. (The company is not debarred according to the Excluded Party Listing System of the Federal Government.)
Bound Tree Medical, LLC, MAJ, CC#31-1739487, $13,000.00
Total Estimated Annual Expenditure: $154,250.00
Ray O'Herron Company, Inc. did submit a lower bid on items #3, #7 and #14, but their bid was non-responsive because they did not provide the applicable price lists and discounts for these items as requested in specification 6.7 of the solicitation. The Fleet Management Division buys many different parts off of these price lists, no just the representative items listed in the bid document. Therefore, the lack of price lists and discounts renders their bid non-responsive.
Since additional legislation will most likely be necessary for any division to purchase off these option contracts, this ordinance is submitted as an emergency. Without this 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 City Print Services/Purchasing Contract Account. The Fleet Management Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into two contracts for an option to purchase Automotive Lighting Parts, with D&M Distributors, Inc., and Bound Tree Medical, LLC, to authorize the expenditure of two dollars to establish contracts from the City Print Services Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 30, 2003 and selected the lowest, 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, this ordinance is being submitted as an emergency measure in order to maintain safety for fleet vehicles for city employees, and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into two contracts for an option to purchase Automotive Lighting 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 Director be and is hereby authorized and directed to enter into two contracts for an option to purchase Automotive Lighting Parts in accordance with Solicitation No. SA000554 as follows:
D&M Distributors, Inc., Item(s): 1, 2, 4-10, 12, 14, 15, 17, 18, 19, 21 and 22, Amount: $1.00
Bound Tree Medical, LLC, Items: 3, 13 and 16, Amount: $1.00
No bids were received for items 11 and 20.
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, 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 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.