Explanation
BACKGROUND: The Purchasing Office received and opened bid number SA000558JB for office workstations on October 23, 2003. This furniture is needed by the Division of Water's Sales Office. Three bids were received and deemed complete, however, the Division made an error in the bid proposal. Two items, which are necessary for the completion of the workstations, were omitted from page five. Fortunately, all three vendors noticed the omission and bid the necessary items anyway. Thomas W. Ruff & Co. was the lowest bidder at $24,332.12. Therefore, in order to eliminate the need to rebid the contract to correct the Division's error in the bid proposal, and in order to enter into the contract prior to the close of the fiscal year, it is in the best interest of the City of Columbus, Division of Water to waive the provisions of competitive bidding, and to award this bid to Thomas W. Ruff & Co. for a grand total of $24,332.12. The Contract Compliance Number for Thomas W. Ruff & Co. is 31-4413101. They do not have MBE/FBE status. Thirteen companies of the 132 vendors solicited had certified MBE/FBE status.
It is requested that this Ordinance be handled in an emergency manner in order to have the contract established before the close of fiscal year 2003. These workstations were only budgeted for 2003.
FISCAL IMPACT: The Division of Water has allocated $29,000.00 for these workstations in the 2003 Budget.
$73,050.00 was expended by the Division for furniture in 2002.
$68,360.00 was expended by the Division for furniture in 2001.
Title
To authorize the Finance Director to enter into a contract with Thomas W. Ruff & Co., for office workstations, for the Division of Water, to waive the provisions of competitive bidding, to authorize the expenditure of $24,332.12 from Water Systems Operating Fund, and to declare an emergency. ($24,332.12)
Body
WHEREAS, the Purchasing Office did receive and open bid number SA000558JB for the purchase of office workstations on October 23, 2003, and
WHEREAS, it has become necessary in the usual daily operation of the Division of Water, Department of Public Utilities, to authorize the Finance Director to enter into a contract with Thomas W. Ruff & Co., for office workstations, needed by the Sales Office, for the preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance Director be and is hereby authorized to enter into a contract with Thomas W. Ruff & Co. for office workstations, for the Division of Water, Department of Public Utilities.
Section 2. That it is in the best interest of the City of Columbus to waive the provisions of Section 329.06 of the Columbus City Code, 1959 and such provisions are hereby waived.
Section 3. That the expenditure of $24,332.12 or as much thereof as may be needed, is hereby authorized from Water Works Fund 600, Department 60-09, OCA Code 602961, Object Level One 02, Object Level Three 2140, to pay the cost thereof.
Section 4. 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.