Explanation
BACKGROUND: This ordinance is for the option to establish a Universal Term Contract for Andritz Aqua Screen Parts for the Division of Sewerage and Drainage, the sole user. This contract will provide replacement parts for City of Columbus maintenance crews to make repairs to four (4) perforated panel rotating screens in use at the Southerly Wastewater Treatment Plant. The term of the proposed option contract would be two (2) years, expiring May 31, 2013, with the option to renew for one (1) additional year.
The Purchasing Office opened formal bids on August 25, 2011. The City advertised and solicited competitive bids in accordance with Section 329.06, Solicitation No. SA004057. Seventy-four (74) bids were solicited: (M1A-0, F1-2, MBR-2). Two bids were received, but both bids were non-responsive as they submitted additional terms and conditions with their bid. The Division of Sewerage and Drainage requested the Purchasing Office reject both bids, negotiate terms and conditions with the apparent low bidder on an informal basis, and waive the competitive bidding procedure to allow for award to the overall low bid received from Andritz Separation, Inc.
The Purchasing Office is recommending award to the lowest, responsible, and best bidder as follows:
Andritz Deparation, Inc., MAJ, CC# 59-3773483 expires 05/19/2012, $1.00, All items.
Total Estimated Annual Expenditure $50,000.00, Division of Sewerage and Drainage, 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, valuable public services to provide wastewater treatment may be suspended.
FISCAL IMPACT: Funding to establish this option contracts 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 a contract for the option to purchase Andritz Aqua Screen Parts UTC with Andritz Separation, Inc.; to authorize the expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Fund Account; to waive formal competitive bidding provisions of the Columbus City Code; and to declare an emergency. ($1.00).
Body
WHEREAS, these parts are necessary for maintenance of four (4) water screens in use at Southerly Wastewater Treatment Plant to remove objects and debris from the influent wastewater stream; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 25, 2011 and two bids were received but both deemed non-responsive; and
WHEREAS, it is necessary to waive bidding requirements in order to accept the overall lowest bid received; 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 Andritz Aqua Screen 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 Andritz Aqua Screen 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 contract for the option to purchase Andritz Aqua Screen Parts in accordance with Solicitation No. SA004057 until May 31, 2013 with the option to renew for one (1) additional year, as follows:
Andritz Separation, Inc., All Items, Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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 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.