Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract for ADS Flow Monitoring Parts and Services for the Division of Sewerage and Drainage, the sole user. The Division requires parts and services for equipment used to monitor the flow of storm water throughout the City's sewage system. The term of the proposed option contract would be approximately two (2) years, expiring November 30, 2015, with the option to renew for one (1) additional year.
The Purchasing Office opened formal bids on August 15, 2013. The City advertised and solicited competitive bids in accordance with Section 329.06, Solicitation No. SA005038. Fifty-five (55) bids were solicited: (M1A-0, F1-1, MBR-1). One bid was received, but it quoted alternate freight terms, deeming thebid non-responsive to the specifications. The Division of Sewerage and Drainage requested the Purchasing Office reject the bid and negotiate more favorable freight terms, which has been done. It is recommended that the City waive the competitive bidding procedure to allow for award to the sole bid received from ADS, LLC.
The Purchasing Office is recommending award to the lowest, responsible and best bidder as follows:
ADS, LLC., MAJ, CC# 80-0355805 expires 04/02/2014, $1.00, All items.
Total Estimated Annual Expenditure $175,000, Division of Sewerage and Drainage, the sole user.
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 contracts is budgeted in the Mail, Print Services and UTC Fund Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter a contract for the option to purchase ADS Flow Monitoring Parts and Services with ADS, LLC; to authorize the appropriation and expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Fund Account; to waive formal competitive bidding provisions of the Columbus City Code; and to declare an emergency. ($1.00).
Body
WHEREAS, this contract will provide replacement parts and services for equipment used to monitor the flow of storm water throughout the sewage system; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 15, 2013 and one bid was received but deemed non-responsive due to freight terms; and
WHEREAS, it is necessary to waive bidding requirements in order to accept the sole bid received after more favorable freight terms were negotiated; 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 ADS Flow Monitoring Parts and Supplies, 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 a contract for an option to purchase ADS Flow Monitoring Parts and Supplies, 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 to enter into the following contract for the option to purchase ADS Flow Monitoring Parts and Services in accordance with Solicitation No. SA005038 until November 30, 2015 with the option to renew for one (1) additional year, as follows:
ADS, LLC, All Items, Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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 Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 4. 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.