Explanation
BACKGROUND: For the option to purchase Large Lamps for the Division of Electricity, the largest user, and for other City agencies as needed. The term of the proposal option contract would be approximately three years. Contract is through March 31, 2008. The Purchasing Office opened formal bids on January 20, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001388). Bids solicited: 140: (MAJ: 128, MBE: 10, and FBE:2). Bids received: 9 (MAJ: 9).
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Item No. 1: W. W. Grainger, CC# 361150280, for estimated expenditures of $78,063.36.
Items No. 2, 3, 4, and 5: Consolidated Electrical Distributors, CC# 952563864, for estimated expenditures of $34,451.51.
Newark In One did provide lower prices on some items however, their bid was non-responsive. The bidder did not return Page 6, Signature Page (and therefore NO signature.)
Edison was lower on some items, however the bid was deemed nonresponsive The bidder indicated some catalog line items as "N/A", not applicable, and this was not in accordance with specifications. Other suppliers that bid the same manufacturer, Phillips, did note percentage off their catalogs for these items.
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.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government.
The companies are not listed with the Auditor of State for unresolved findings.
FISCAL IMPACT: Funding to establish these option contracts are 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 Director to enter into contracts for the option to purchase Large Lamps with W. W. Grainger and Consolidated Electrical Distributors 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 January 20, 2005, and selected the most responsive, responsible and best bids; 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 avoid a lapse in access to lamps and establish a supply matrix as soon as possible for these needed supplies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Electricity in that it is immediately necessary to enter into contracts for an option to purchase Large Lamps, 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 the following contracts for an option to purchase Large Lamps in accordance with Solicitation No. SA 001388 as follows:
W. W. Grainger., for Items: 1, Amount: $1.00
Consolidated Electrical Distributors. for Items: 2, 3, 4, and 5, Amount: $1.00
SECTION 2. That the expenditure of $ 2.00 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.