Explanation
Background: This ordinance authorizes the Director of the Finance and Management Department to issue a purchase order to Sub-Aquatics Inc. (vendor #004349 & SOS #426380), for the purchase of five (5) Class 2 Fill Stations to be installed at five (5) different fire stations. The Division of Fire has the immediate need to purchase these Class 2 Fill Stations to replace some of the current fill stations due to the unsafe open container system that does not provide protection in the event of a system failure, bottle breach or explosion.
Bid Information: The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding via Request for Quotation No. RFQ031351; two (2) bids were received as follows:
Sub-Aquatics, Inc $54,993.20 Lowest Acceptable Bidder
Positive Slopes, LLC $70,945.00 No Low Bid
Bid Waiver Justification: The original quote that Sub-Aquatics, Inc’s submitted with their bid expires less than 180 days from the date of award. Purchasing has advised that due to the expiration date of the quote the vendor’s bid has been deemed nonresponsive. Since they were the lowest bidder, Purchasing has reached out to them to see if they would extend the expiration date to meet the 180 day requirement. Vendor complied and supplied an updated quote that meets the requirement.
Emergency Designation: Emergency action is requested due to the immediate need to replace the current unsafe Fill Stations.
FISCAL IMPACT: This ordinance authorizes the expenditure of $54,993.20 from the Division of Fire's General Fund operating budget to purchase five (5) Class 2 Fill Stations to replace the current unsafe Fill Stations.
Title
To authorize the Director of the Department of Finance and Management to issue a purchase order to Sub-Aquatics, Inc. for the purchase of five (5) Class 2 Fill Stations for use in emergency firefighting operations; to authorize the expenditure of $54,993.20 from the General Fund; to waive the competitive bidding provision of the Columbus City Code; and to declare an emergency. ($54,993.20)
Body
WHEREAS, there is an immediate need within the Division of Fire to purchase Class 2 Fill Stations to replace the division’s current unsafe fill stations, and
WHEREAS, bids were solicited by the Purchasing Office via RFQ031351, with Sub-Aquatics, Inc. submitting the lowest acceptable bid; and,
WHEREAS, it is necessary to authorize the Director of Finance and Management to issue a purchase order to Sub-Aquatics, Inc. for the purchase of these replacement Class 2 Fill Stations as per RFQ031351; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329 as the original quote supplied by Sub-Aquatics Inc was deemed non-responsive. However, they are the lowest bidder and have since supplied an updated quote that conforms to the requirement that it must remain valid for 180-days; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fire, Department of Public Safety, in that it is immediately necessary to authorize the Director of Finance and Management, through the Purchasing Office, to issue a purchase order to Sub-Aquatics, Inc. for the purchase of Class 2 Fill Stations to replace the division’s current unsafe fill stations, all for the immediate preservation of the public health, peace, property, safety, and welfare of the public; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized and directed to issue a purchase order to Sub-Aquatics, Inc. (vendor #004349) for the purchase of Class 2 Fill Stations to replace the division’s current unsafe fill stations, in accordance with RFQ031351 solicited by the Purchasing Office.
SECTION 2. That the funds necessary to carry out the purpose of this ordinance are deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 3. That the expenditure of $54,993.20, or so much thereof as is necessary, is hereby authorized by the Division of Fire's General Operating Fund Budget, as per the accounting codes attached to this ordinance.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to Competitive bidding for this purchase.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared 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.