Explanation
BACKGROUND: For the option to purchase Electro-Hydraulic Actuators for the Division of Water, the biggest user. The term of the proposed option contract would be two years, ending August 31, 2007, with the option to extend for one additional year.
The Purchasing Office solicited 34 vendors for the purchase of Electro-Hydraulic Actuators (SA001654). Of those solicited, none had certified M1A status and one had certified F1 status. The formal bid opened June 16, 2005. There were two proposals received (MBE:0; FBE:0), for Items 1 and 2 only. Neither bidder submitted a bid for Item 3. Of the two proposals received, one was considered non-responsive due to not submitting all the required documentation with their bid proposal; only holding their bid firm for 30 days; and not meeting the performance specifications of the equipment.
The Purchasing Office is recommending award of a contract to the lowest responsive, responsible, and best bidder:
APA, Inc., MAJ, CC#31-1042642, Items 1 and 2 only.
Estimated Annual Expenditure: $180,000.00.
The company is 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 Purchasing Contract Account. The Division of Water 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 a contract for an option to Purchase Electro-Hydraulic Actuators with APA, Inc., to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 16, 2005, and selected the lowest responsive, responsible and best bid; 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 for the Purchase of Electro-Hydraulic Actuators, 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 Electro-Hydraulic Actuators, 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 a contract for an option to Purchase Electro-Hydraulic Actuators in accordance with Solicitation No. SA001654 as follows: APA, Inc., Items 1 and 2. No award will be made on Item 3.
SECTION 2. That the expenditure of $1.00 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.