Explanation
BACKGROUND: For the option to purchase Water Meters & Appurtenances for the biggest user, the Division of Water. The term of the proposed option contract would be from the date of execution for one and two (2) years, depending on award listed below, ending December 31, 2006, with the option to extend for one additional year, or December 31, 2007.
The Purchasing Office solicited 42 vendors for the purchase of Water Meters & Appurtenances (SA001691). Of those solicited, 2 had certified MBE status and none had certified FBE status. The formal bid opened August 18, 2005. There were seven proposals received (MBE:0; FBE:0).
Of the seven proposals received, that from National Waterworks was deemed non-responsive due to no original signature on the proposal page. The Division of Water, the largest user, recommended award to the lowest responsible, responsive and best bidders for all items with the exception of Item #22-24 and #64. The non-responsive bidder was the sole bid received for those items. Because the vendor met all the specifications and they were the only one to bid for those items, it is in the best interest of the City of Columbus to request waiver of the provisions of Section 329.27 and consider their proposal on an informal basis and establish a contract for those items, as they are the lowest responsible and best bid received. All other proposals being accepted are the lowest responsible, responsive and best bid received, and waiver of Sections 329.27 is not required.
The Purchasing Office is recommending award of the following contracts to the lowest responsible, responsive and best bidders:
Badger Meter, Inc., MAJ, CC#390143280, Items 1B, 1C, 2A and 3A, 2 year term, Estimated Annual Expenditure: $1,580,498.00
Badger Meter, Inc., MAJ, CC#390143280, Items 14-17, 43 & 61, 1 year term, Estimated Annual Expenditure: $282,340.00
AMCO Water Metering, MAJ, CC#591212543, Items 4B, 4C, 2 year term, Estimated Annual Expenditure: $90,932.00
AMCO Water Metering, MAJ, CC#591212543, Items 5-7, 36-42, 44 & 63, 1 year term, Estimated Annual Expenditure: $245,430.00
Hersey Meters Co., MAJ, CC#371388051, Items 8-13, 18-21, 25-27, 45-60, & 62, 1 yr term, Est. Annual Expenditure $492,500.00
Hughes Supply, MAJ, CC#590559446, Items 28-34, 1 year term, Estimated Annual Expenditure $272,887.00
National Waterworks, MAJ, CC#050532711, Items 22-24, & 64, 1 year term, Estimated Annual Expenditure $32,268.80
No award will be made for Items 1, 1A, 1D, 1E, 2, 2B, 3, 3B, 4, 4A, 4D, 4E, 35 and 65.
The companies are 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 efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Division of Water will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into seven (7) contracts for an option to purchase Water Meters and Appurtenances with Badger Meter, Inc., (2 contracts), AMCO Water Metering Systems, Inc., (2 contracts), Hersey Meters Co., Hughes Supply, Inc., and National Waterworks, Inc., to authorize the expenditure of seven dollars to establish the contracts from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($7.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 18, 2005; and
WHEREAS, although four of the proposals are being awarded to the lowest responsive, responsible and best bidders, the proposal received from National Waterworks, Inc. was deemed non-responsive and the City is considering the proposal on an informal basis; 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 efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to avoid a lapse in our ability to purchase Water Meters and Appurtenances, this is being submitted for approval 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 an option to purchase Diffuser 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 and directed to enter into contracts for an option to purchase Water Meter and Appurtenances in accordance with Solicitation No. SA001691 as follows: Badger Meter, Inc., 2 year term, Items 1B, 1C, 2A and 3A; Badger Meter, Inc., 1 year term, Items 14-17, 43 & 61; AMCO Water Metering, 2 year term, Items 4B & 4C; AMCO Water Metering, 1 year term, Items 5-7, 36-42, 44 & 63; Hersey Meters Co., 1 year term, Items 8-13, 18-21, 25-27, 45-60, & 62; Hughes Supply, 1 year term, Items 28-34; and National Waterworks, 1 year term, Items 22-24, & 64. No award will be made for Items 1, 1A, 1D, 1E, 2, 2B, 3, 3B, 4, 4A, 4D, 4E, 35 and 65.
SECTION 2. That the expenditure of $7.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. 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 Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code
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.