Explanation
BACKGROUND: For the option to purchase Four Inch Automatic Backwater Valves for the Division of Sewerage and Drainage for use in support of the Department of Public Utilities' Project Dry Basement Program. The term of the proposed option contract will be three (3) years. The contract will be through December 31, 2010 with the option to extend this contract for one (1) additional year. The Purchasing Office opened formal bids on June 21, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002470). Fifteen bids were solicited; Three bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
Eastway Supplies, Inc. CC#310798464 (expires 11/30/2008).
Total Estimated Annual Expenditure: $200,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 Purchasing Contract Account. The Division of Sewerage and Drainage 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 one (1) contract for the option to purchase Four Inch Automatic Backwater Valves with Eastway Supplies, Inc., to authorize the expenditure of one (1) dollar to establish the contract from the Purchasing Contract Account, and to declare an emergency ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids June 21, 2007 and selected the lowest, responsive, responsible and best bid; 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 the Division of Sewerage and Drainage to efficiently maintain their supply chain and service to the public; and
WHEREAS, these Backwater Valves are necessary to allow the Division of Sewerage and Drainage to meet their obligation of support to the Department of Public Utilities' "Project Dry Basement" Program, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Sewerage and Drainage, in support of the Department of Public Utilities' Project Dry Basement Program, in that it is immediately necessary to enter into a contract(s) for an option to purchase Four Inch Automatic Backwater Valves, 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 contract(s) for an option to purchase Four Inch Automatic Backwater Valves in accordance with Solicitation No. SA002470 as follows:
Eastway Supplies, Inc.: All Items: 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 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.