Explanation
BACKGROUND: For the option to establish two (2) UTC contracts to purchase PVC Pipe, Fittings, Flex Couplings & Storm Drainage Pipe for the Division of Sewerage and Drainage. The term of the proposed option contract would be two (2) years, expiring April 30, 2009, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on February 22, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002302). 21 bids were solicited: (MBE-0, FBE-1, MAJ-20). 2 bids received: (MAJ-2). The solicitation consists of 6 groups of materials. The overall low bidder for each group has been selected. An additional award for Group 2 for only those items not quoted by the overall low bidder is being recommended. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Site Supply, Inc., lowest overall bid Groups 2, 4, 5 and 6, MAJ, CC# 31-1350146, expires 3/20/09, $1.00
Discount Drainage Supplies, lowest bid Groups 1 and 3 and Group 2, items 19-24, 26-31 and 62, MAJ, CC#31-1231981, expires 3/29/08, $1.00
Total Estimated Annual Expenditure from the Division of Sewerage and Drainage: $50,000.00.
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 budgeted in the Purchasing Contract 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 Department Director to enter into two (2) UTC contracts for the option to purchase PVC Pipe, Fittings, Flex Couplings & Storm Drainage Pipe with Site Supply, Inc. and Discount Drainage Supplies of Columbus, to authorize the expenditure of $2.00 to establish the contracts from the Purchasing Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 22, 2007 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 PVC Pipe, Fittings, Flex Couplings & Storm Drainage Pipe, 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 two (2) contracts for the option to purchase PVC Pipe, Fittings, Flex Couplings & Storm Drainage Pipe, 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 Department Director be and is hereby authorized and directed to enter into the following contracts for the option to purchase PVC Pipe, Fittings, Flex Couplings & Storm Drainage Pipe in accordance with Solicitation No. SA002302 as follows:
Site Supply, Inc., Group 2, 4, 5 & 6: $1.00
Discount Drainage Supplies of Columbus, Group 1, 3, and Items 19-24, 26-31 and 62: $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.