Explanation
BACKGROUND: For the option to purchase Carbon Dioxide for the Division of Water, Department of Public Utilities. The term of the proposed option contract would be through March 31, 2009, with the option to extend for one additional year for six months. The Purchasing Office opened formal bids on January 5, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001862). Sixty seven bids were solicited (MAJ:65, MBE:2) three (MAJ:3) bids were received.
All proposals were rejected by the City as all responsive bids exceeded anticipated costs by $465,000.00. Upon approval by the Public Utilities Director, the Purchasing Office informally reconsidered all bids and entered into negotiations with the lowest numerical bidder. These successful negotiations resulted in an agreement which matches the anticipated costs and meets the City's specifications. A contract will now be established with EPCO Carbon Dioxide Products, Inc., as the lowest and best bid received.
The Purchasing Office is recommending award of a contract to the lowest and best bid:
EPCO Carbon Dioxide Products, Inc., CC# 363576544, All items.
Total Estimated Annual Expenditure: $385,000.00
The company is not debarred according to the Excluded Parties Listing of the Federal Government and is not listed in the Auditor of State's database for Findings for Recovery.
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 Water 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 a UTC contract for an option to purchase Carbon Dioxide with EPCO Carbon Dioxide Products, Inc., to authorize the expenditure of one dollar to establish the contract from the Purchasing Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 5, 2006; and
WHEREAS, all bids were deemed non-responsive and the City conducted negotiations after considering all proposals on an informal basis; and
WHEREAS, after negotiations, EPCO Carbon Dioxide Products, Inc., was deemed the lowest and best bid received; 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 contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to avoid a lapse in our ability to purchase Carbon Dioxide as a recarbonation agent for potable water, this is being submitted for approval 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 Carbon Dioxide, 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 a UTC contract for an option to purchase Carbon Dioxide in accordance with Solicitation No. SA001862, considered informally, as follows: EPCO Carbon Dioxide Products, Inc., all items.
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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 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.