Explanation
BACKGROUND: For the option to establish four (4) UTC contracts to purchase PVC Pipe, Fittings, Flex Couplings & Storm Drainage Pipe for the Department of Public Utilities, Divisions of Sewerage and Drainage and Power and Water, the primary users. The items are used in maintenance, repair and replacement projects for sewer and water lines throughout the service areas of the City of Columbus. The term of the proposed option contracts would be approximately two (2) years, expiring March 31, 2013, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 21, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003707). Seventy-one (71) bids were solicited: (M1A-3, F1-1, MBR-0). Four (4) bids were received.
The specifications allow for Primary and Secondary awards by overall low per category, from a list of approved manufacturers. Due to lack of bids, not all categories were awarded. The items will be obtained on an informal basis as needed. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Site Supply, Inc., MAJ, CC# 31-1350146 expires 2/13/11, Primary award Category 1, 4, 5, 6 and 10, $1.00.
HD Supply Waterworks, MAJ, CC# 03-0550887 expires 12/17/10, Primary award Category 2, $1.00.
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 8/24/12, Primary award Category 3, Secondary award Category 2, 4, 5 and 6, $1.00.
Discount Drainage Supplies of Columbus, MAJ, CC# 31-1231981 expires 03/19/2012, Primary award Category 8, Secondary award Category1 and 3, $1.00.
Total Estimated Annual Expenditure: $70,000.00, Divisions of Sewerage and Drainage and Power and Water, the primary users.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. 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 Mail, Print Services and UTC Fund 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 (4) contracts for the option to purchase PVC Pipe, Fittings, Flex Couplings and Storm Drainage Pipe with Site Supply, Inc., HD Supply Waterworks, Ferguson Waterworks and Discount Drainage Supplies of Columbus, to authorize the expenditure of $4.00 to establish the contracts from the Mail, Print Services and UTC Fund Account, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 21, 2010 and selected the lowest, responsive, responsible and best bidders; 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 maintain a supply of PVC Pipe, Fittings, Flex Couplings and Storm Drainage Pipe, 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 a contract for an option to purchase PVC Pipe, Fittings, Flex Couplings and Storm Drainage Pipe, 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 contracts for the option to purchase PVC Pipe, Fittings, Flex Couplings and Storm Drainage Pipe in accordance with Solicitation No. SA003707 for a term of approximately two (2) years, expiring March 31, 2013, with the option to renew for one (1) additional year, as follows:
Site Supply, Inc., Primary award items Category 1, 4, 5, 6 and 10, Amount $1.00.
HD Supply Waterworks, Primary award items Category 2, Amount $1.00.
Ferguson Waterworks, Primary award items Category 3, Secondary Award Category 2, 4, 5 and 6, Amount $1.00.
Discount Drainage Supplies of Columbus, Primary award items Category 8, Secondary Award Category1 and 3, Amount $1.00.
SECTION 2. That the expenditure of $4.00 is hereby authorized from Mail, Print Services and 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 hereto, 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.