Explanation
BACKGROUND: This ordinance authorizes the option to establish a Universal Term Contract to purchase Line Locating Equipment for the Division of Sewerage and Drainage, Line Locating Section, the City's largest user. This equipment is used for locating water, sewer and power lines. The term of the proposed option contract would be two (2) years, expiring June 30, 2013, with the option to renew for one (1) additional year. The Purchasing Office opened bids on October 27, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004146. Fifty-four (54) bids were solicited (M1A-2, F1-1, MBR-1). Three (3) bids were received.
On line item 1 for the transmitter for the line locating equipment, the first and second low bids did not meet specifications which require the transmitter have side step auto frequency selection, transient overvoltage protection, and be Centros enabled. Additionally, the second low bid on line item 1 did not meet specifications which requires the transmitter to accommodate a rechargeable Lithium-ion battery pack. The third low bidder met specifications and was responsive on all the bid requirements on line item 1
On line item 2 for the receiver, the low bid met specifications and was responsive on all of the bid requirements.
On line items 3, 4 and 5, for the transmitter clamps, soft carrying case and rechargeable battery packs, the low bid was not awarded these line items. These three line items were awarded to the second low bid as the products bid for these line items were designed and manufactured for use with the product being awarded in line items 1 and 2 noted above. Additionally, line item 6 for on-site training is being awarded to this same bidder as they have unique product knowledge to train on the equipment being awarded in line items 1-5 noted above.
On line item 7 for the ferrous metal detector, the low bid did not meet specifications which requires the metal detector to utilize a digital display showing numeric strength, battery status, or proximity to live lines. The next low bid was responsive and met all the bid requirements on line item 7.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:
C & S Solutions, Inc.: CC#31-1812544 (Expires 11/01/13)
Total Estimated Annual Expenditure: $40,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, the availability of this line locating equipment which is used for locating water, sewer and power lines, would be slowed, causing the Sewerage and Drainage Department, Line Locating Section, not to have this necessary equipment before year end.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Division of Sewerage and Drainage, Line Locating Section, will be required to obtain approval to expend from their own appropriations for the estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase line locating equipment with C & S Solutions, Inc.; to authorize the expenditure of one (1) dollar to from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, it is necessary for the City to purchase line locating equipment; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 27, 2011, and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objectives 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, because this line locating equipment is utilized for locating water, sewer and power lines for the Division of Sewerage and Drainage, Line Locating Section, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase line locating equipment, 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 to enter into the following contract for the option to purchase line locating equipment for the term ending June 30, 2013, with the option to renew for one (1) additional year subject to the mutual agreement in accordance with SA004146 as follows:
C & S Solutions, Inc.: All Line Items 1-7: Amount: $1.00.
SECTION 2: That the expenditure of $1.00 is hereby authorized from the Purchasing UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.