Explanation
BACKGROUND: For the option to purchase Small Electric Motors for the Division of Sewers and Drains, the largest user, and for other City agencies as needed. The term of the proposal option contract would be approximately two years, with the option to renew for one additional year. Contract is through April 30, 2006, extension through April 30, 2007. The Purchasing Office opened formal bids on March 18, 2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001053). Bids solicited: 54: (MAJ: 49, MBE: 4, and FBE:1). Bids received: 10 (MAJ: 9, and FBE: 1).
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
This solicitation was for percentage off catalog pricing. Secondary awards will only be used if primary awarded contractors cannot supply items when items are needed. Item 13 gave the contractors alternate catalogs to offer, and more than one award was made on this item.
McNaughton-McKay Electric Co., MAJ, CC# 383301318, Primary Contractor for Items: 1, 4, 5, 7, and 13 for Leeson. Secondary Contractor for Items: 3, 8, and 9.
Motion Industries,, MAJ, CC#630251578, Primary Contractor for Items: 2 and 13 Sterling and World Wide Electric. Secondary Contractor for Items: 4, 5, and 7.
G.D. Supply, Inc. dba Johnstone Supply, MAJ, CC# 311114455, Primary Contractor for Items: 3, 9, and 13 Emerson. Secondary Contractor for Item: 1.
Scherer Industrial Motors, MAJ, CC# 133287794, Primary Contractor for Items: 8 and 13 WEG.
American Electric Motors, FBE, CC#311117055, Secondary Contractor for Item: 2.
Items 6, 10, 11, and 12 not awarded.
Total Estimated Annual Expenditure: $ 40,000.00.
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.
The companies are not listed with the Auditor of State for unresolved findings.
FISCAL IMPACT: Funding to establish these option contracts are 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 Director to enter into contracts for the option to purchase Small Electric Motors with McNaughton-McKay Electric Co., Motion Industries, G.D. Supply, Inc. dba Johnstone Supply, Scherer Industrial Group, and American Electric Motors, to authorize the expenditure of $5.00 to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 18, 2004, and selected the most 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 establish a supply matrix as soon as possible for these needed supplies/services, 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 contracts for an option to purchase Small Electric Motors, 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 Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Small Electric Motors in accordance with Solicitation No. SA 001053 as follows:
McNaughton-McKay Electric Co., Primary Contractor for Items: 1, 4, 5, 7, and 13 for Leeson. Secondary Contractor for Items: 3, 8, and 9, Amount: $1.00
Motion Industries, Primary Contractor for Items: 2 and 13 Sterling and World Wide Electric. Secondary Contractor for Items: 4, 5, and 7, Amount: $1.00
G.D. Supply, Inc. dba Johnstone Supply, Primary Contractor for Items: 3, 9, and 13 Emerson. Secondary Contractor for Item: 1, Amount: $1.00
Scherer Industrial Motors, Primary Contractor for Items: 8 and 13 WEG, Amount: $1.00
American Electric Motors, Secondary Contractor for Item: 2, Amount: $1.00
SECTION 2. That the expenditure of $ 5.00 is hereby authorized from Purchasing Contract Account, 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.