Explanation
BACKGROUND: For the option to purchase Luminaries and Related Components for the Division of Electricity, Department of Public Utilities. The term of the proposed option contracts would through March 31, 2007 with the option to renew for two additional one year periods, if mutually agreed. The Purchasing Office opened formal bids on February 23, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001904). Fifty-six bids were solicited (MAJ:48, MBE: 7); six (MAJ:6) bids were received.
The companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
No bids were submitted for items 16, 17, 18, 19, 113, 114, 115 and 116, therefore, there will be no award for these items. There will be no award for items 7, 109, and 112 because there is no immediate need for these items and the administrative expense of establishing a contract to Pepco, the lowest, responsive bidder, for these items is not in the best interest of the city. No award will be made for item 73 as it requires a revision to the specification before an award can be made.
The Purchasing Office is recommending award of four contracts to the lowest, responsive, responsible and best bidders:
Graybar Electric Co. Inc., CC# 130794380, Items: 2, 3, 8, 9, 11, 12, 14, 15, 21, 22, 34, 35, 36, 37, 38, 39, 40, 41, 42, 43, 44, 45, 49, 51, 53, 54, 77, 84, 85, 86, 87, 96, 97, 98, 99, 100, 101, 102, 103, 104, 105, 106, 107, and 111. Estimated Expenditure: $122,596.38.
Hughes Supply Inc., CC# 370798775, Items: 4, 5, 6, 10, 13, 23, 24, 25. 26, 27, 28, 29, 30, 31, 32, 33, 50, 52, 56, 57, 58, 59, 60, 61, 62, 63, 64, 65, 66, 67, 68, 69, 70, 71, 72, 74, 75, 76, 88, 89, 90, 91, 92, 93, 94, 110, 119, 121, and 122. Estimated Expenditure: $218,717.56
Consolitdated Electric Distributors, Inc.; CC#52563864, Items: 20, 78, 79, 80, 81, 82, 83, 108 and 117. Estimated Expenditure: $10,143.00
General Electric Company, CC#140689340, Items: 1, 46, 47, 48, 55, 95, 109, 118, and 120. Estimated Expenditure $14,445.50,
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 contract is budgeted in the Purchasing Contract Account. City Agencies 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 four contracts for the option to purchase Luminaires and Related Components with Graybar Electric Company, Inc., Hughes Supply, Inc., Consolidated Electrical Distributors, Inc., and General Electric Company to authorize the expenditure of four dollars to establish four contracts from the Purchasing Contract Operation Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 23, 2006 and received six responses, and
WHEREAS, the Purchasing Office selected the lowest, responsive, responsible and best bids; 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 ensure luminaires and related components (street lights) are available without interruption to new and existing street and roadway projects that serve to maintain lighting for safe traffic flow and safety on city streets and roadways, 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 four contracts for an option to purchase Luminaires and Related Components, 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 contract for an option to purchase Luminaries and Related Components in accordance with Solicitation No. SA001904 as follows:
Graybar Electric Co. Inc., Items: 2, 3, 8, 9, 11, 12, 14, 15, 21, 22, 34, 35, 36, 37, 38, 39, 40, 41, 42, 43, 44, 45, 49, 51, 53, 54, 77, 84, 85, 86, 87, 96, 97, 98, 99, 100, 101, 102, 103, 104, 105, 106, 107, and 111. Amount $1.00.
Hughes Supply Inc., Items: 4, 5, 6, 10, 13, 23, 24, 25. 26, 27, 28, 29, 30, 31, 32, 33, 50, 52, 56, 57, 58, 59, 60, 61, 62, 63, 64, 65, 66, 67, 68, 69, 70, 71, 72, 74, 75, 76, 88, 89, 90, 91, 92, 93, 94, 110, 119, 121, and 122. Amount $1.00.
Consolitdated Electric Distributors, Inc.; Items: 20, 78, 79, 80, 81, 82, 83, 108 and 117. Amount $1.00.
General Electric Company, Items: 1, 46, 47, 48, 55, 95, 109, 118, and 120. Amount $1.00.
SECTION 2. That the expenditure of $4.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.