Explanation
BACKGROUND: For the option to purchase Pole Line Hardware for the Department of Public Utilities, Division of Power and Water (Power). The term of the proposed option contracts would be through March 31, 2009 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA002777. The Purchasing Office opened formal bids on February 14, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002777). Twenty-five bids were solicited (MAJ: 25); Seven (MAJ: 7) bids were received.
The Purchasing Office is recommending award of 5 contracts to the lowest, responsive, responsible and best bidders:
Power Line Supply, MAJ, CC381783949#-, exp. 2/01/2010, estimated expenditure $100,000.00
Consolidated Electrical Distributors, Inc., MAJ, CC#770559191, exp. 08/30/2008, estimated expenditure $15,000.00
HD Supply Utilities, LTD., MAJ, CC#260100651, exp. 01/11/2009, estimated expenditure $20,000.00
Graybar Electric Company, Inc., MAJ, CC#130794380, exp. 3/25/2010, $25,000.00
Star Electric Sales, Inc., MAJ, CC#311757435, exp. 3/31/2010, $15,000.00
Total estimated expenditure: $175,000.00.
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.
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 Division of Power and Water (Power) 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 Director to enter into five contracts for the option to purchase Pole Line Hardware with Power Line Supply; Consolidated Electrical Distributors, Inc; HD Supply Utilities, LTD.; Graybar Electric Company, Inc.; and Star Electric Sales, Inc., to authorize the appropriation and expenditure of five (5) dollars to establish the contracts from the Purchasing/UTC Account, and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 14, 2008 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/Division of Power and Water (Power) to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Pole Line Hardware is supplied without interruption to new and existing city electrical distribution 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 Pole Line Hardware 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 the option to purchase Pole Line Hardware for the term ending March 31, 2009 with the option to extend for two additional one year periods in accordance with Solicitation No. SA002777 as follows:
Power Line Supply, Items: 1-18, 20, 23, 24, 28, 30, 33-38, 40-44, 46, 47-55, 57Alt, 58 Alt, 60 Alt, 61, 62 Alt, 63Alt, 64-66, 67 Alt, 68-73, 74 Alt, 75, 77-79, 80 Alt, 81, 83-85, 86 Alt, 87-91, 93-94, 96 Alt, 97 Alt, 98, 102, 104-105, 108 Alt, 109 Alt, 110 Alt, 111 Alt, 113 Alt, 114 Alt, 116, 118 Alt, 120 Alt, 121 Alt, 122 Alt, 124-132, 134-136, 138-146, 148-150, 152-160, 162-176, 183-190, 193-204, 214-216, 218 Alt, 219-233, 235, 237, 238, 240, 243 Alt, 244, 263-267, 291-293, and 302. Note: Power Line Supply submitted an alternate bid for some items. These items have "alt" after the item number. Amount $1.00
Consolidated Electrical Distributors, Inc., Items: 56, 59, 82, 117, 119, 123, 242, 245-247, 277-281, 294 and 295. Amount: $1.00
HD Supply Utilities, LTD., Items: 29, 45, 133, 147, and 241. Amount: $1.00
Graybar Electric Company, Inc., Items: 19, 21, 22, 25, 26, 27, 31, 32, 76, 92, 95, 99-101, 103, 106-107, 115, 137, 161, 177-182, 191-192, 205-212, 236, 268, and 299. Amount: $1.00
Star Electric Sales, Inc., Items: 112, 256, 269-275, 282-290, Amount: $1.00
No bids were received for items 151 and 239. These items will be solicited informally as needed. Items 234, 296, 297, 298, 300, 301, 303, and 304 will not be awarded as the only bidder for these items was deemed non-responsive due to additional terms and conditions submitted with their bid. These items will be solicited informally, as needed.
Power Line Supply provided additional terms and conditions on some items. These items were deemed non-responsive to the bid specification, and therefore, awarded to the next low bidder(s).
Items 25, 27, 56, 59, 76, 92, 95, 100, 101, 103, 106, 107, 115, and 117 were awarded to local bidders due to local vendor credit.
SECTION 2. That the appropriation and expenditure of $5.00 is hereby authorized from the Purchasing UTC 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.