Explanation
BACKGROUND: For the option to establish three (3) UTC contracts to purchase Small Electric Motors for various City of Columbus agencies and the Division of Sewerage and Drainage, the largest user. The term of the proposed option contracts would be two (2) years, expiring April 30, 2009, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on January 11, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002257). 23 bids were solicited: (MBE-0, FBE-1, MAJ-23). 5 bids were received: (FBE-1,MAJ-4). The solicitation consists of catalog bids for various motor manufacturers. One bidder failed to sign the bid document, and one bidder could not honor their quote. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
MSC Industrial Supply, lowest responsive bid, Item 8, MAJ, CC#13-5526506, expires 7/27/08, $1.00
Marion Electric Motor Service, Inc., lowest responsive bid, Items 3, 12 & 23, MAJ, CC#31-4363726, expires 2/28/09, $1.00
GD Supply dba Johnstone Supply, lowest responsive bid, Items 1, 9 & 14, MAJ, CC#31-1114455, expires 4/30/07, $1.00
Total Estimated Annual Expenditure: $60,000.00, various agencies. The Division of Sewerage and Drainage is the largest user.
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 these option contracts is budgeted in the Universal Term Contract Fund. 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 three (3) contracts for the option to purchase Small Electric Motors with MSC Industrial Supply Co., Marion Electric Motor Service, Inc., and GD Supply dba Johnstone Supply, to authorize the expenditure of $3.00 to establish the contracts from the Universal Term Contract Fund, and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 11, 2007 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 Small Electric Motors, 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 three (3) contracts for the 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 and Management Director be and is hereby authorized and directed to enter into the following contracts for the option to purchase Small Electric Motors in accordance with Solicitation No. SA002257 as follows:
MSC Industrial Supply, Item 8, $1.00
Marion Electric Motor Service, Inc., Items 3, 12 & 23, $1.00
GD Supply dba Johnstone Supply, Items 1, 9 & 14, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from Universal Term Contracts Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.