Explanation
BACKGROUND: This ordinance is for the option to establish a Universal Term Contract for Flocculator Tank Drive Sprockets & Bearings for the Division of Power and Water, the sole user. These replacement parts are used in mixing of chemicals in the water treatment process at the City's Water Treatment Plants. The term of the proposed option contract would be approximately two years, expiring December 31, 2014, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 4, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004580). Forty-five (45) bids were solicited: (M1A-0, F1-0, MBR-0). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Applied Industrial Technologies, Inc., MAJ, CC#34-0117420 expires 07/26/2013, All Items, $1.00
Total Estimated Annual Expenditure: $70,000.00, Division of Power and Water, the sole user
The 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.
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 water treatment process could be delayed, thereby threatening the City's water supply.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund Account. 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 a contract for the option to purchase Flocculator Tank Drive Sprockets and Bearings with Applied Industrial Technologies, Inc.; to authorize the expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Fund Account; and to declare an emergency. ($1.00).
Body
WHEREAS, Flocculator Tank Drive Sprockets & Bearings are utilized by the Division of Power and Water for the mixing of chemicals in the water treatment process at the City's Water Treatment Plants; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 4, 2012 and selected the overall lowest, responsive, responsible and best 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Flocculator Tank Drive Sprockets and Bearings, this is being submitted for consideration 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 the option to contract for Flocculator Tank Drive Sprockets and Bearings, 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 Flocculator Tank Drive Sprockets and Bearings in accordance with Solicitation No. SA004580 for a term of approximately two years, expiring December 31, 2014, with the option to renew for one (1) additional year, as follows:
Applied Industrial Technologies, Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from 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 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.