Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into contract on behalf of the Office of Construction Management with Benco Dental Company for the purchase of dental equipment to be installed at the West Side Family Health Center, to be located in the vicinity of 2300 West Broad Street. The City is currently designing the new center and is expected to complete construction in spring/summer 2009.
Due to continuing price increases in dental equipment, it was deemed prudent to purchase this equipment at an earlier date. This procedure will allow the City to purchase all of the necessary dental equipment within the budget parameters. This equipment was selected on the recommendation of the Columbus Public Health Dentist. This type of dental equipment has very specific electrical and plumbing requirements that must be incorporated into various construction documents. Therefore, a decision on the type of dental equipment had to be made before drawings could be completed for submission to the Building Services Division. The engineering design of the Center has been completed assuming the installation of this equipment. Using any other equipment would require re-engineering. There are two vendors that are able to provide these products in central Ohio, Sullivan-Schein and Benco Dental Equipment.
Both were given the opportunity to provide costs for the same equipment. Benco Dental's bid ($229,759.16) was approximately eight percent lower than Sullivan Schein's ($249,422.05). Because both companies had the opportunity to provide pricing, the Finance and Management Office is requesting a bid waiver. This equipment is likely to increase in pricing each month and an early contract will avoid those price increases.
The contract will include all necessary dental equipment and storage. The City will purchase the equipment up front and the contractor will store the equipment for the City in the interim between the purchase and the completion of the building. Prices for storage were determined through negotiation based on market prices.
Emergency action is requested so the City will ensure it receives this equipment at current market prices, avoiding future price increases.
Benco Dental Company Contract Compliance #23-2718942, expiration: xx/xx/20xx.
Fiscal Impact: The Capital Improvements Budget includes $7,600,000.00 for the West Side Family Health Center project. The cost of this contract is $235,159.16. The cost for the equipment is $229,759.16. An additional $5,400.00 is for storage. The City has agreed to pay up to $300.00 per month. Currently, it is estimated that storage will last eighteen (18) months.
Title
To authorize the Finance and Management Director to enter into contract for the Office of Construction Management with Benco Dental Company for the purchase of dental equipment to be installed at the West Side Family Health Center; to authorize the expenditure of $235,159.16 from the Health G.O. Bonds Fund; to waive the formal bidding provisions of the Columbus City Codes; and to declare an emergency. ($235,159.16)
Body
WHEREAS, the City is in the process of designing a new West Side Family Health Center, to be located in the vicinity of 2300 West Broad Street, and
WHEREAS, the Office of Construction Management recommends that the City contract with Benco Dental Company for the purchase of dental equipment to be installed at the new West Side Family Health Center, and
WHEREAS, prices were given by Sullivan-Schein Dental and Benco Dental Company in lieu of formal biding because it was necessary to select dental equipment before the engineering of the building could be completed, and
WHEREAS, the Columbus Public Health Dentist has recommended this equipment, and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Office of Construction Management in that it is immediately necessary to authorize the Finance and Management Director to enter into contract with Benco Dental Equipment for dental equipment in order to ensure current market prices, avoiding future price increases, 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 is hereby authorized to contract with Benco Dental Equipment for the purchase of dental equipment to be installed at the West Side Family Health Center, to be located in the vicinity of 2300 West Broad Street.
SECTION 2. That the expenditure of $235,159.16 or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 50-01
Fund: 706
Project: 500504
OCA Code: 706504
Object Level 1: 06
Object Level 3: 6640
Amount: $235,159.16
SECTION 3. That in accordance with Section 329.27 of the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that Section 329.05 relating to formal competitive bidding requirements be waived and hereby waives said section.
SECTION 4. 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 5. That for the reasons 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.