Explanation
BACKGROUND: For the option to purchase Luminaires and Related Components for the Department of Public Utilities, Division of Power and Water (Power). The term of the proposed option contract would be through May 31, 2008. The Purchasing Office opened formal bids on May 3, 2007. The contract may be extended for two additional one year periods, on a year by year basis, subject to mutual agreement by both parties.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002389). Fourteen bids were solicited (MAJ: 13, M1A: 1); Seven bids were received (MAJ: 7).
The Purchasing Office is recommending award of 4 contracts to the lowest, responsive, responsible and best bidders:
Graybar Electric Co. Inc. CC#130794380, exp. 2/4/08, Estimated expenditure, $70,000.00
Reed City Power Line Supply, CC#381783949, exp.3/28/08, Estimated expenditure, $20,000.00
Consolidated Electrical Distributors, Inc., CC#770559191, exp. 8/30/08, Estimated expenditure $5,000.00
General Supply & Services Inc., dba G. E. Supply, CC# 20502902, exp. 7/6/09, Estimated expenditure, $80,000.00
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
No bids were received on items 16, 17, 18, 19, 113, 114, 115, and 116. These items will be informally bid as needed.
Reed City Power Line Supply was low bidder on items 2, 3, 4, 6, 8, 9, 10, 11, 12, 13, and 108, however, due to local vendor credit, this item is to be awarded to Graybar Electric Co., Inc.
Low bidder for item 61 with local vendor credit was HD Supply Utilities, but due to the administrative cost for establishing and managing a contract for the one low cost item, the recommendation is to award to Graybar Electric Co.
Reed City Power Line Supply and Graybar Electric Co., Inc. bid the same price for item 24. The recommendation is to award to Graybar Electric Company, Inc. due to local vendor credit.
Wesco was the only bidder on item 21. This was the only item Wesco was the low bidder. Due to stock on hand and no major usage planned this year, this item will not be awarded. This item will be solicited informally if needed.
Becker Electric was low bidder on item 120. This was the only item Becker Electric was low bidder. Due to stock on hand and no major usage planned this year, this item will not be awarded and will be solicited informally if needed.
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 these option contracts is budgeted in the Purchasing Contract Account. The Department of Public Utilities will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into four contracts for the option to purchase Luminaires and Related Components with Reed City Power Line Supply, Graybar Electric Company, General Supply & Services Inc, dba GE Supply, and Consolidated Electrical Distributors to authorize the expenditure of four dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 3, 2007 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the 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 the Department of Public Utilities to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure luminaries and related components are supplied without interruption to new and existing public utility/electricity projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities/Division of Power and Water (Power) in that it is immediately necessary to enter into 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 & Management Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Luminaires and Related Components in accordance with Solicitation SA002389 as follows:
Graybar Electric Company, Items: ,3, 4, 6, 8, 9, 10, 11, 12, 13, 14, 15, 20, 23, 24, 26, 27, 28, 35, 36, 50, 52, 53, 56, 58, 59, 61, 62, 63, 65, 67, 71, 75, 76, 77, 84, 86, 100, 101, 102, 103, 108, 112, 117, 119, 121, and 122. Amount: $1.00
Reed City Power Line Supply, Items:1, 25, 29, 30, 31, 32, 33, 73, 74, 109, and118. Amount $1.00.
Consolidated Electrical Distributors, Inc., Item: 87 Amount $1.00.
General Supply & Services Inc. dba G E Supply, Items: 5, 7, 22, 34, 37, 38, 39, 40, 41, 42, 43, 44, 45, 46, 47, 48, 49, 51, 54, 55, 57, 60, 64, 66, 68, 69, 70, 72, 78, 79, 80, 81, 82, 83, 85, 88, 89, 90, 91, 92, 93, 94, 95, 96, 97, 98, 99, 104, 105, 106, 107, 110, and 111. Amount $1.00.
SECTION 2. Items 16, 17, 18, 19, 113, 114, 115, and 116 will not be awarded as bids were not received for these items.
SECTION 3. 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 451130 , to pay the cost thereof.
SECTION 4. 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.