Explanation
BACKGROUND: This legislation is for the option to establish a UTC contract for Schwing Pump Parts for the Division of Sewerage and Drainage, the sole user. The term of the proposed option contract would be two (2) years, expiring April 30, 2016, with the option to renew for one (1) additional year.
The Purchasing Office originally opened formal bids on February 13, 2014. The City advertised and solicited competitive bids in accordance with Section 329.06, Solicitation No. SA005242. Seventy (70) bids were solicited: (M1A-0, F1-0, MBR-1). One bid was received (F1-1), but the vendor failed to return all of the pages in the proposal as required. The vendor has verified in writing that their bid was in accordance with those pages inadvertently missing from their proposal and the Division of Sewerage and Drainage has reviewed their proposal on an informal basis. It is recommended that the City waive the competitive bidding procedure to allow for award to the sole bid received from Columbus Supply. Those items not specifically awarded were marked "obsolete" and no bid was received.
The Purchasing Office is recommending award to the lowest, responsible and best bidder as follows:
Columbus Supply, F1, CC# 31-1571445 expires 01/31/2016, Items 1-45, 47-97, 99-167, 169-232, 235-246, 248-325, 328-350, 352-375, 377-545, 548-593, 595-643, 645-730, and 734-740, $1.00.
Total Estimated Annual Expenditure: $200,000.00, Division of Sewerage and Drainage, the sole user.
The company is 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 contracts is budgeted in the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter a contract for the option to purchase Schwing Pump Parts with Columbus Supply; to authorize the expenditure of $1.00 to establish the contract from the General Fund; to waive competitive bidding requirements of the Columbus City Codes, 1959; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 13, 2014 and one bid was received; and
WHEREAS, it is necessary to waive bidding requirements in order to accept a bid because the vendor inadvertently failed to return 3 pages from the Solicitation document as required; 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 Schwing Pump Parts, 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 Schwing Pump 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 and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Schwing Pump Parts in accordance with Solicitation No. SA005242 until April 30, 2016 with the option to renew for one (1) additional year, as follows:
Columbus Supply, Items 1-45, 47-97, 99-167, 169-232, 235-246, 248-325, 328-350, 352-375, 377-545, 548-593, 595-643, 645-730, and 734-740, $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Fund, Organization Level 1: 45-01, Fund: 10, OCA: 450047, Object Level 3: 2270 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 Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 4. 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.