Explanation
BACKGROUND: This ordinance authorizes the option to purchase Sludge Grinder Parts and Services for the Department of Public Utilities, Division of Sewerage and Drainage. The term of the proposed option contract will be through May 31, 2018 with the option to extend one additional one year period, subject to mutual agreement of both parties. The Sludge Grinder Parts and Services are used by the Department of Public Utilities to to reduce solids for pump protection in the sewerage collection and processing system.
The Purchasing Office negotiated the universal term contract in accordance with the bid waiver provisions of City Code Chapter 329, with JWC Environmental, LLC. A formal bid was issued and 86 suppliers were solicited (F1:2 and MAJ: 84). No responses were received. JWC Environmental, LLC. attempted to bid but it was received after the published bid opening date. The Purchasing Office did not automatically open this attempted bid, instead communicating with JWC Environmental that it would like to open the attempted bid and use it as a basis of negotiation. This ordinance requests that the bidding provisions of the City Code are waived in order to approve this negotiation.
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
The Purchasing Office is recommending award of one contract for sludge grinder parts and services and the waiver of the competitive bidding requirements of the Columbus City Code to accommodate this award to:
JWC Environmental, LLC, CC#45-2771126,
Total Estimated Annual Expenditure: $255,000.00
This ordinance is being submitted as an emergency because without emergency action the maintenance and service on the Sludge Grinder Equipment may be delayed and the efforts of the Department of Public Utilities to protect pumps in the collection of sewerage will be effected and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. Public Utilities Department will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Sludge Grinder Parts and Services from JWC Environmental, LLC.; to authorize the expenditure of one dollar to establish a contract from the General Fund; and to waive competitive bidding requirements of Chapter 329 of the City Code; and to declare an emergency. ($1.00)
Body
WHERAS, the Department of Public Utilities has a need for Sludge Grinder Parts and Services; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 21, 2016 for the purchase of Sludge Grinder Parts and Services and because no bids were received on time, the Purchasing Office is recommending the late bid submitted by JWC Environmental LLC, be considered on an informal basis; and
WHEREAS, this ordinance requests a waiver of requirements of the competitive bidding provisions of the Columbus City Code; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) providing an effective option contract for the Department of Public Utilities to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Sludge Grinder Parts and Services are available and supplied as needed to reduce solids for pump protection in the sewerage collection and processing system so that the efforts of the Department of Public Utilities will not be interrupted 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/ Division of Sewerage and Drainage in that it is immediately necessary to enter into one contract for the option to purchase Sludge Grinder Parts and Services 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 Sludge Grinder Parts for the term ending May 31, 2018 with the option to extend for one additional one year period in accordance with Solicitation SA006163 as follows:
JWC Environmental LLC: All parts and services. Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the in Fund 1000 in Object Class 02 Materials and Supplies per the account codes in the attachment to this ordinance.
SECTION 3. That City Council finds it in the best interests of the City of Columbus to waive the competitive bidding provisions of the Columbus City Code, Chapter 329, in order to enter into this contract.
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.