Explanation
BACKGROUND: For the option to purchase Aluminum, Fiberglass, and Cast Iron Poles for the Department of Public Utilities, Division of Power and Water (Power). The term of the proposed option contract would be through March 31, 2008. The Purchasing Office opened formal bids on March 22, 2007. The contract may be extended for two additional one year periods, on a year by year basis, subject to mutual agreement by both parties.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002334. Eleven bids were solicited (MAJ: 11); Six (MAJ: 6) bids were received.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
The Purchasing Office is recommending award of 4 contracts to the lowest, responsive, responsible and best bidders:
Becker Electric, MAJ, CC#310553243, exp. 8/18/08, Estimated expenditure, $90,000.00
Graybar Electric Co. Inc. CC#130794380, exp. 2/4/08, Estimated expenditure, $10,000.00
Bayside Supply, LLC. CC# 311768289, exp. 1/11/08, Estimated expenditure $5,000.00.
Reed City Power Line Supply, CC#381783949, exp.3/28/08, Estimated expenditure, $5,000.00
No bids were received on items 33, 68, and 69. These items will be informally bid as needed.
Bayside Supply, LLC. Was low bidder on item 19, however, due to local vendor credit, this item is to be awarded to Graybar Electric Co., Inc.
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. The Department of Public Utilities will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into four contracts for the option to purchase Aluminum, Fiberglass and Cast Iron Poles with Reed City Power Line Supply; Becker Electric Company; Bayside Supply, Inc., and Graybar Electric Company, to authorize the expenditure of four dollars to establish the contract from the Purchasing's UTC Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 22, 2007 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the 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 the Department of Public Utilities to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure pole line hardware is supplied without interruption to new and existing public utility/electricity projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities/Division of Power and Water (Power) in that it is immediately necessary to enter into contracts for an option to purchase Aluminum, Fiberglass, and Cast Iron Poles 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 and directed to enter into the following contracts for an option to purchase Aluminum, Fiberglass, and Cast Iron Poles in accordance with Solicitation No. SA002334 as follows:
Becker Electric Company, Items: 1-17, 20, 21, 23, 25, 26, 29-32, 34,-43, 47-52, 54-58, 60, 62-67, 70, 71, and 73, Amount $1.00.
Graybar Electric Company, Items: 19, 24, 27, 44, 45, 46, 53, and 79, Amount: $1.00
Bayside Supply, LLC., Items: 18, 28, 59, 61, 72, and 74-78, Amount $1.00
Reed City Power Line Supply, Item: 22, Amount $1.00.
SECTION 2. Items 33, 68, and 69 will not be awarded as bids were not received for these items.
SECTION 3. That the expenditure of $4.00 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 4. 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.