Explanation
BACKGROUND: For the option to purchase Preventive and Corrective Maintenance and Corrective Repair Services for HVAC Units in the Arlingate and Hammond Center Facilities. The term of the proposed option contract will be through March 31, 2011 with the option to extend this contract for Two (2) additional years on a year by year basis. The Purchasing Office opened formal bids on March 12, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA003222). Fifty Six (56) Bids were solicited (M1A:3, F1:2). Five (5) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
American Mechanical Group, Inc. CC#371480212 (expires 2-7-2010)
Total Estimated Annual Expenditure: $50,000.00
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 Mail, Print Services and UTC Fund. The Department of Technology will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into a contract for the option to purchase Preventive and Corrective Maintenance and Corrective Repair Services for HVAC Units in the Arlingate and Hammond Center Facilities with American Mechanical Group, Inc, to authorize the expenditure of One dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids March 12, 2009 and selected the lowest responsive, and responsible bidder; 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 Department of Technology to obtain Preventive and Corrective Maintenance and Corrective Repair Services for HVAC Units in the Arlingate and Hammond Center Facilities; and
WHEREAS, these Preventive and Corrective Maintenance and Corrective Repair Services for HVAC Units in the Arlingate and Hammond Center Facilities are necessary to allow the Department of Technology to maintain their operations, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to enter into a contract for an option to purchase Preventive and Corrective Maintenance and Corrective Repair Services for HVAC Units in the Arlingate and Hammond Center Facilities, 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 for an option to purchase Preventive and Corrective Maintenance and Corrective Repair Services for HVAC Units in the Arlingate and Hammond Center Facilities for the term ending March 31, 2011 with the option to extend for two (2) additional years in accordance with Solicitation SA003222 as follows:
American Mechanical Group, Inc.: Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, 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.