Explanation
BACKGROUND: This legislation is for the option to establish two (2) UTC contracts for Flocculator Tank Drive Sprockets & Bearings for the Division of Water, the primary user. These contracts will provide for the purchase of replacement parts for equipment originally manufactured by the Jeffrey Manufacturing Company in use at various water and wastewater treatment plants located within the Columbus metropolitan area. The term of the proposed option contracts would be approximately two years, expiring December 31, 2016, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on August 28, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005515). Fifty-five (55) bids were solicited: (M1A-1, F1-0, MBR-0). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
BDI, MAJ, CC# 34-0089320 expires 06/05/2015, Items 1-5 and 8-11, $1.00
Fairfield Service Company of Indiana, LLC, MAJ, CC# 03-0593444 expires 05/14/2016, Items 6 and 7, $1.00
Total Estimated Annual Expenditure: $70,000, Division of Water, the primary 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 these option contracts is from the General Fund. 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 two (2) contracts for the option to purchase Flocculator Tank Drive Sprockets & Bearings with BDI and Fairfield Service Company of Indiana, LLC, to authorize the expenditure of $2.00 to establish the contracts from the General Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, Flocculator Tank Drive Sprockets & Bearings are replacement parts used for equipment originally manufactured by the Jeffrey Manufacturing Company in use at various water and wastewater treatment plants located within the Columbus metropolitan area; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 28, 2014 and selected the overall 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 Flocculator Tank Drive Sprockets & Bearings, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Departmnet of Finance and Management, Purchasing Office, in that it is immediately necessary to enter into option contracts for the option to purchase Flocculator Tank Drive Sprockets & Bearings, 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 to enter into the following contracts for the option to purchase Flocculator Tank Drive Sprockets & Bearings in accordance with Solicitation No. SA005515 for a term of approximately two years, expiring December 31, 2016, with the option to renew for one (1) additional year, as follows:
BDI, MAJ, Items 1-5 and 8-11, $1.00
Fairfield Service Company of Indiana, LLC, Items 6 and 7, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. 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 4. 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.