Explanation
BACKGROUND: To establish a contract for the option to purchase Grit Collector Parts for the Sewerage & Drainage Division, the largest user. The term of the proposed option contract will be two years with an option to renew for one additional year if mutually agreed. Contract expiration date is February 28, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000573). Thirty-six (MAJ:36) bids solicited; two (MAJ:2) bids received. All of the bids received were deemed non-responsive for material reasons. The agency must have immediate access to these parts to maintain the sewer system for the preservation of public health and safety. Therefore, after negotiating with the company that originally proposed the lowest pricing, the Purchasing Office is pursuing emergency legislation and to authorize the Finance Director to establish an option contract via waiving the formal competitive sealed bid provisions of the City Code and enabling the use of an informal process (negotiations) to make the contract award.
The Purchasing Office is recommending award of a contract to:
Envirex Inc., dba US Filter, Envirex Products, MAJ, CC#34-1545942, Total Estimated Annual Expenditure: $100,000.00
This company is not debarred according to the Federal Excluded Parties Listing.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services may be interrupted.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Sewerage & Drainage Division 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 a contract for an option to purchase Grit Collector Parts, with Envirex Inc., dba US Filter, Envirex Products, to waive the formal competitive sealed bidding provisions of the Columbus City Code, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 20, 2003; and
WHEREAS, All of the bids received were deemed non-responsive for material reasons; and
WHEREAS, a contract must be established as soon as possible because the City must have immediate access to a supply matrix for Grit Collector parts when necessary to continue sewage treatment plant operations without interruption; and
WHEREAS, in order to establish a contract as soon as possible the Purchasing Office negotiated terms and conditions with the company that originally proposed the lowest pricing; and
WHEREAS, to further expedite the establishment of a contract the Purchasing Office must pursue emergency legislation to authorize the Finance Director to establish an option contract by waiving the formal competitive sealed bid provisions of the City Code and enabling the use of an informal process (negotiations) to make the contract award; and
WHEREAS, an emergency exists in the usual daily operation of the Sewerage and Drainage Division in that it is immediately necessary for the Finance Director to enter into a contract for an option to purchase Grit Collector Parts, 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 a contract for an option to purchase Grit Collector Parts as follows:
Envirex Inc., dba US Filter, Envirex Products, All Items (1-7 of Solicitation No. SA000573 as reconsidered and negotiated informally), Amount: $1.00
SECTION 2. That the expenditure of $1.00 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 in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) of the Columbus City Code.
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.