Explanation
BACKGROUND: This ordinance authorizes the option to purchase Fire Hydrants and Fire Hydrant Parts for the Department of Public Utilities, Division of Water. The term of the proposed option contract will be through March 31, 2017 with the option to extend one additional one year period, subject to mutual agreement of both parties. The Fire Hydrants and Fire Hydrant Parts are used by the Department of Public Utilities for the maintenance of water lines and fire hydrants for various areas of the City of Columbus. The Purchasing Office opened formal bids on November 5, 2015.
The Purchasing Office advertised and solicited competivie bids in accordance with the competitive bid section of the Columbus City Code (Solicitation SA006077). Seventy-five (75) bids were solicited (1:M1A, 1: F1,: 73 MAJ). Six bids were received (MAJ:6).
Trumbull Industries, Inc. was the apparent low bidder for items 44-49, 52-54, 56, 57, 62-66, 70-74, 77, 79-81, 83, and 86, however they did not bid OEM parts which were required in the bid when available. Site Supply, Inc. bid OEM parts and is therefore recommended for award.
Ferguson Waterworks was the apparent low bidder for items 50, 51, 55, 67-69, 82, 84, & 85, however, they did not bid OEM parts which were required in the bid when available. Site Supply, Inc. bid Kennedy OEM parts, therefore they are recommended for award.
HD supply was the apparent low bidder for item 98 but were determined this item was non-responsive as they bid an incorrect part number.
A coin toss was conducted for items 109 and 127 to resolve tie bids for these items. The recommendation is to award item 109 and item 127 to Ferguson Waterworks the winner of both coin tosses.
The Purchasing Office is recommending award of five contracts to the lowest, responsive and best bidders:
Ferguson Waterworks, CC#54-1211771, exp. 2/2/17.
HD Supply Waterworks, CC#03-0550887, exp. 11/4/16
Dreier & Maller, Inc., CC#34-1681027, exp. 5/21/16
Trumbull Industries, Inc., CC#34-0653551, exp.
Site Supply, Inc., CC#311350146, exp. 8/18/17
Total Estimated Annual Expenditure: $450,000.00
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action the installation and maintenance of fire hydrants will be delayed and the efforts of the Department of Public Utilities will be affected and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts 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 five contracts for the option to purchase Fire Hydrants and Fire Hydrant Parts from HD Supply Waterworks, LTD., Dreier & Maller, Inc., Ferguson Waterworks, Site Supply, Inc., and Trumbull Industries, Inc., to authorize the expenditure of five dollars to establish contract from the General Fund; and to declare an emergency. ($5.00).
Body
WHERAS, the Department of Public Utilities has a need for Fire Hydrants and Fire Hydrant Parts for the maintenance and installation of fire hydrants in the City of Columbus, and
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 5, 2015 and selected the lowest responsive, responsible and best bids; 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 contracts for the Department of Public Utilities to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Fire Hydrants and Fire Hydrant Parts are available and supplied as needed for the maintenance and installation of fire hydrants 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 Water, in that it is immediately necessary to authorize the Director of Finance and Management to enter into five contracts for the option to purchase Fire Hydrants and Fire Hydrant Parts 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 contracts for the option to purchase Fire Hydrants and Fire Hydrant Parts for the maintenance and installation of fire hydrants in the City of Columbus for the term ending March 31, 2017 with the option to extend for one additional one year period in accordance with SA006077 as follows:
Ferguson Waterworks, Items: 1-22, 87, 88, 99-103, 105-108, 109-115,121-124,126-132, 136, 138, and141. Amount $1.00.
HD Supply Waterworks, Items:24-27, 31-34, 38-40, 43, 89-92, 97, 104, 116-119, 125, 133-135, 137, 139, 140, 142-158, 164 and 165 . Amount $1.00.
Dreier & Maller, Items: 93-96, 98 and 120. Amount $1.00
Site Supply, Inc., Items: 44-86. Amount $1.00.
Trumbull Industries, Inc., Items: 23, 28-30, 35, 36, 41, 42, 159-161, 163 and 166. Amount $1.00
SECTION 2. That the expenditure of $5.00 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 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.