Explanation
1. BACKGROUND: The purpose of this ordinance is to authorize the Director of Finance and Management to enter into a contract with Master Meter, Inc. for the purchase of 10" & 12" Ultrasonic Water Meters for the Division of Water. 10" & 12" Ultrasonic Water Meters are used for installation and replacement of this sized meters for large consumer accounts. The sole bidder is Master Meter, Inc. at $138,817.38.
2. CONTRACT AWARD: The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005343). Forty-eight (48) vendors (46 MAJ, 2 MBR) were solicited and one (1) bid (1 MAJ) was received and opened on April 10, 2014. A tabulation of that bid is attached.
SUPPLIER: Master Meter, Inc., CC# 75-1739575, expiration date: 1/15/2016, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Master Meter, Inc.
3. EMERGENCY DESIGNATION: These meters were originally bid in 2013 as a part of the annual establishment of Universal Term Contracts (UTC's). However due to pricing errors and non-responsive bids, the Department of Public Utilities requested that the Purchasing Office re-bid the UTC. The additional time that was added to the process due to the re-bid meant the Division of Water was not able to replensih the inventory of these items. Emergency legislation is being requested so that a Universal Term Contract can be established at the earlist time possible so that inventory levels can be replenished.
4. FISCAL IMPACT: A transfer of funds within the Water Build America Bonds Fund will be necessary as well as an amendment to the 2014 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management to enter into a contract with Master Meter, Inc. for the purchase of 10 Inch and 12 Inch Ultrasonic Water Meters for the Division of Water; to authorize a transfer and expenditure up to $138,817.38 within the Water Build America Bonds Fund; to amend the 2014 Capital Improvements Budget; and to declare an emergency. ($138,817.38)
Body
WHEREAS, bids were originally taken in 2013, however bids were non-responsive for various reasons and the Department of Public Utilities decided to re-bid the items, and
WHEREAS, the Purchasing Office opened formal bids on April 10, 2014 for the purchase of 10" & 12" Ultrasonic Water Meters for the Division of Water; and
WHEREAS, the Division of Water recommends an award to be made to the lowest, responsive, and responsible bidder Master Meter, Inc.; and
WHEREAS, 10" & 12" Ultrasonic Water Meters are used for large consumer accounts; and
WHEREAS, it is necessary for this Council to authorize the transfer and expenditure of funds within the Water Build America Bonds Fund, for the Division of Water; and
WHEREAS, it is necessary to authorize an amendment to the 2014 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water, in that it is immediately necessary to authorize the Purchasing Office to establish a contract in accordance with the terms, conditions, and specifications of Solicitation Number SA005343 on file in the Purchasing Office, in an emergency manner as these meters are in short supply due to the inability to establish contracts in 2013 due to vendor bidding errors, thereby immediately 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 Director of Finance and Management be and is hereby authorized to establish a contract with Master Meter, Inc. for the purchase of 10" & 12" Ultrasonic Water Meters for the Division of Water, in the amount of $138,817.38, in accordance with specifications on file in the Purchasing Office.
SECTION 2. That the City Auditor is hereby authorized and directed to appropriate the following:
Division: Water
Dept./Div. No.: 60-09
OL3: 6670
Fund No. | Fund Name | Project No. | Project Name | OCA | Amount
609 | Water Build America Bonds Fund | 609999-100000 (carryover) | Unallocated Balance Fund 609 | 609999 | $27,152.72 (balance as of 4/15/14)
SECTION 3. That the City Auditor is hereby authorized to transfer $138,817.38 within the Division of Water, Dept/Div. No. 60-09, Object Level One 06, Object Level Three 6670, as indicated on attachment "ORD 0917-2014".
SECTION 4. That the 2014 Capital Improvements Budget is hereby amended as indicated on attachment "ORD 0917-2014".
SECTION 5. That an expenditure up to $138,817.38 is hereby authorized for the purchase of 10" & 12" Ultrasonic Water Meters within the Water Build America Bonds Fund, Fund No. 609, Dept.-Div. 60-09, Project No. 690394-100000 (carryover), OCA 609394, OL3 6670.
SECTION 6. That the funds necessary to carry out the purpose of this Ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 7. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this Ordinance.
SECTION 10. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.