Explanation
BACKGROUND: This legislation is for the option to establish two UTC contracts for Sewer and Water Pipe for the Divisions of Sewerage and Drainage and Water, the primary users. This contract will provide for the purchase of pipe used primarily for repairs, construction and maintenance of sewer and water lines throughout the City of Columbus service area. The term of the proposed option contracts would be approximately one year, expiring March 31, 2017, with the option to extend for one (1) additional year. The Purchasing Office opened formal bids on January 7, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Solicitation No. SA006148). Eighty (80) bids were solicited: (M1A-2, F1-1, MBR-2). Three (3) bids were received. The Proposal was broken into 5 sections, according to type of pipe, with the intention of awarding to overall lowest bidder per section.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Discount Drainage Supplies, MAJ, CC# 31-1231981 expires 01/20/2017, Sections 1, 2, and 4, $1.00
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 02/02/2017, Sections 3 and 5, $1.00
Total Estimated Annual Expenditure: $35,000 Division of Sewerage and Drainage and $35,000 Division of 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 from 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 into two (2) contracts for the option to purchase Sewer and Water Pipe with Discount Drainage Supplies and Ferguson Waterworks; to authorize the expenditure of $2.00 to establish the contract from the General Fund; and to declare an emergency. ($2.00).
Body
WHEREAS, the Sewer and Water Pipe UTC will provide for the purchase of pipe to be used in the construction, repair and maintenance of sewer and water lines throughout the City of Columbus service area; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 7, 2016 and selected the overall 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 Sewer and Water Pipe, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract for the option to purchase Sewer and Water 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 to enter into the following contracts for the option to purchase Sewer and Water Pipe in accordance with Solicitation No. SA006148 for a term of approximately one year, expiring March 31, 2017, with the option to extend for one (1) additional year, as follows:
Discount Drainage Supplies, Sections 1, 2 and 4, $1.00
Ferguson Waterworks, Sections 3 and 5, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
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.