Explanation
BACKGROUND: For the option to purchase Sludge Grinder Parts & Service for the Division of Sewerage and Drainage. The term of the proposed option contract would be from the date of execution for two (2) years, ending May 31, 2009, with the option to extend for one additional year.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002321). 40 bids were solicited: (MBE-1, FBE-1, MAJ-38). The formal bid opened March 8, 2007. One proposal was received (MAJ:1).
The sole bidder submitted terms and conditions, including freight charges, that required clarification. Although favorable clarification has been obtained and the Division of Sewerage and Drainage is willing to pay freight charges, in order to accept the bid, waiver legislation is required.
The Purchasing Office is recommending award of a contract to the lowest, responsible and best bid:
JWC Environmental, Inc., MAJ, CC#33-0381716, expires 4-17-09
Estimated Annual Expenditure: $150,000.00
The company is 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 this option contract is budgeted in the Universal Term Contract Fund. The Division of Sewerage and Drainage 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 a contract for an option to purchase Sludge Grinder Parts and Service with JWC Environmental, Inc., to authorize the expenditure of one dollar to establish the contract from the Universal Term Contract Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 8, 2007; and
WHEREAS, in order to accept the lowest, responsible and best bid received, due to submission of terms and conditions with the bid document, it is necessary to waive competitive bidding requirements; and
WHEREAS, this ordinance addresses Purchasing objectives 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 the Division of Sewerage and Drainage's ability to purchase Sludge Grinder Parts and Services, this is being submitted for approval 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 a contract for an option to purchase Sludge Grinder Parts & Services, 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 a contract for an option to purchase Sludge Grinder Parts and Services in accordance with Solicitation SA002321 as follows:
JWC Environmental, Inc., All items, $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from Universal Term Contract Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 of the Columbus City Code
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.