Explanation
Background: This legislation is for the option to establish one (1) UTC contract for the purchase of Sievers TOC Analyzer Parts and Services for the Division of Water. Sievers TOC Analyzer Parts and Services is used by the Division of Water Quality Assurance Laboratory in the remote water quality monitoring network in the source water as well as the finished water distribution system. The term of the proposed option contract is through March 31, 2017. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties in accordance with formal bid SA005997. The Purchasing Office opened formal bids on September 10, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation SA005997). Forty-five (45) bids were solicited: (M1A:0, F1:3). One (1) bid was received (MAJ).
The Purchasing Office is recommending award to the only responsive, responsible, and best bidder as follows:
General Electric Analytical Instruments (GEAI); CC#840938585, expires 02/11/2017
Total Estimated Annual Expenditure: $50,000.00
This 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.
The bid document listed various analyzers parts and services for instruments currently in use by the Water Quality Assurance Laboratory and satellite locations. In addition, the Division of Water requested that the contract language be modified to allow for an option to purchase additional Sievers TOC analyzer models, parts and services not specifically identified in the bid document. The Division of Water foresee additional items will be needed for the following reasons: 1) Several of the instruments are older and date back to 2008. The older models of the instrument are becoming outdated and starting to fail. It is anticipated that these units will be replaced with a newer updated version of the instrument. Parts will need to be purchased for the new version of the instrument. 2) The Distribution System SCADA Water Quality Study by CDM Smith is nearing completion. The final report is expected in the near future, which is evaluating the location of our current analyzers and will suggest new locations for TOC analyzers in the distribution system to optimize system security. Additional TOC analyzers will need to be added to the contract in the future as needed. 3) As new water tanks or booster pump stations are built or upgraded by the City and our suburban communities, water quality monitoring instruments are often added. Additional TOC analyzers will be added to the contract as they are added to the system.
General Electric Analytical Instruments (GEAI) was the only bidder who responded. In the best interest of the City, the Purchasing Office negotiated with the company for the contract to include the purchase of TOC analyzer models, parts and services that may be introduced in the Division of Water’s inventory over the term of the contract.
A non-emergency waiver of regulations is being submitted to allow for these additions to the contract. The Purchasing Office is recommending award of one (1) contract to the only responsive, responsible, and best bidder:
This ordinance is being submitted as 30-day legislation.
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 one (1) contract for the option to purchase Sievers TOC Analyzer Parts and Services for the Division of Water with General Electric Analytical Instruments (GEAI); to waive relevant provisions of the Columbus City Code relating to competitive sealed bidding; and to authorize the expenditure of one dollar ($1.00) to establish the contract from the General Fund. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 10, 2015 and selected the only responsive, responsible, and best bidder; and
WHEREAS, Sievers TOC Analyzer Parts and Services is used by the Division of Water Quality Assurance Laboratory in the remote water quality monitoring network in the source water as well as the finished water distribution system; and
WHEREAS, this ordinance addresses Purchasing objectives 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 contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, this it is in the City's best interest to waive relevant provisions of City Code Chapter 329 relating to competitive sealed bidding; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Finance and Management to enter into one contracct for the option to purchase Sievers TOC Analyzer parts and services; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Sievers TOC Analyzer Parts and Services in accordance with Solicitation No. SA005997, for the term expiring March 31, 2017, with the option to extend for one (1) additional year based on mutual agreement by both parties, as follows:
General Electric Analytical Instruments (GEAI); All items, as specified and negotiated; $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That this Council finds the best interest of the City is served by waiving, and does hereby waive, the relevant provisions of the Columbus City Code relating to competitive sealed bidding;
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.