Explanation
BACKGROUND: For the option to purchase Sludge Sampler System Parts for the Division of Sewerage and Drainage, the largest user. The term of the proposed option contract would be two years with the option to renew for one additional year. The contract is through March 31, 2008, with the extension through March 31, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001814). Thirty (MAJ:328 MBE:1, FBE:1) bids were solicited; one supplier (FBE:1) submitted two bids. The bids submitted were differentiated by the shipping terms. Costs were slightly lower for the FOB Shipping Point quote, however, the Division of Sewerage and Drainage had specified FOB Destination so that title of goods would transfer at the time of receipt of goods and is accepting that bid as the responsive bid.
Therefore, the Purchasing Office is recommending award of the contract to the lowest responsive and responsible bidder and bid:
Columbus Supply, CC#311571445, FOB Destination, Total Estimated Annual Expenditure: $50,000.00
This company is not debarred according to the Federal Excluded Parties Listing 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 Sewerage and Drainage will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Director of Finance and Management to enter into one contract for the option to purchase Sludge Sampler System Parts with Columbus Supply, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 10, 2005 and selected the lowest responsive and responsible bid; 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 establish a supply matrix as soon as possible for the Purchase of Sludge Sampler System Parts, 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 an option to purchase Sludge Sampler System 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 Director of Finance and Management be and is hereby authorized and directed to enter into the following contract for an option to purchase Sludge Sampler System Parts in accordance with Solicitation No. SA001814 as follows:
Columbus Supply, Items: All Items
SECTION 2. That the expenditure of $1.00 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 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.