Explanation
BACKGROUND: To modify an existing contract for the option to purchase 300-Gallon Automated Refuse Containers and Replacement Parts for the Department of Public Service, Division of Refuse Collection. Formal bids were opened by the Purchasing Office on April 8, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003535. Twenty-two (22) bids were solicited (F1-1, MBR-0, M1A-0). One (1) bid was received. FL004625, with Rotonics Manufacturing Inc., was established in accordance with the bid received.
The original bid instructed vendors to list all replacement parts required over the lifetime of the 300-Gallon Refuse Containers, and to provide pricing for these parts. Rotonics Manufacturing omitted the part numbers and pricing for replacement lids in their bid. As Rotonics was the only bidder the Purchasing Office negotiated competitive pricing for the replacement lids and has determined that it would be in the City's best interest to modify the existing contract to add the replacement lids required for this container. In order to make this addition to modify the existing contract, waiver legislation is required.
Rotonics Manufacturing Inc.: CC#36-2467474, expires 10/05/11.
Estimated Annual Expenditure: $50,000.00 - the Department of Public Service, Division of Refuse Collection is the only Division that uses this contract.
The company is not debarred according to the Excluded Party Listing System or the State Auditor's Finding 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: No funding is required for this addition and modification of the existing contract.
Title
To authorize and direct the Finance Management Director to modify the existing contract for 300-Gallon Refuse Containers with Rotonics Manufacturing Inc. to include replacement lids; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 8, 2010 and selected the lowest responsive, responsible and best bidder; and
WHEREAS, Rotonics Manufacturing omitted the part numbers and pricing for replacement lids in their bid. The Purchasing Office has determined that it would be in the City's best interest to modify the existing contract to add the replacement lids, and the vendor has agreed to this modification; 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 effectively maintain their supply chain and service to the public; 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 a modification to purchase replacement lids from Rotonics Manufacturing Inc., 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 & Management Director be and is hereby authorized and directed to modify the existing contract FL004625 with Rotonics Manufacturing Inc. for the addition of the replacement lids.
SECTION 2: 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 Section 392.06 of the Columbus City Codes.
SECTION 3: That for the reason stated in the preamble hereto, 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.