Explanation
BACKGROUND: This ordinance authorizes the option to purchase Pole Line Hardware for the Department of Public Utilities, Division of Power and Water (Power). The term of the proposed option contract will be through September 30, 2012 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA004036. The Purchasing Office opened formal bids on August 4, 2011. These items are to provide Pole Line Hardware for use in new pole installations and maintenance for day-to-day operations.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004036). Forty-six bids were solicited (MAJ: 45, M1A:1); Five (MAJ: 5) bids were received.
The 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.
There were no bids for items 38, 41, 130, 146, 155, 228, 241, 246, 248, 250, 287, and 290. These items will be bid as needed.
Items 37, 44, 133, 134, 135, 219, 307, and 309 are deemed non-responsive to the specification and are not recommended for award.
There was a tie bid for item 31 and the recommendation is to award to Spectrum Power Products, LLC as they offered more favorable discount payment terms.
The recommendation to award item 276 to Loeb Electric due to local bidder credit.
The low bidder for items 252, 253, and 254 did not bid to specification, so the lowest, responsive bidder, Power Line Supply is recommended for the award.
The Purchasing Office is recommending award of four contracts to the lowest, responsive, responsible and best bidders:
Spectrum Power Products LLC, CC#260281058, exp. 3/04/2012
Power Line Supply Company, CC#381783949, exp. 3/10/2012
Consolidated Electrical Distributors, Inc., CC#770559191, exp. 8/30/12
Loeb Electric Company, CC3 314236750, exp. 8/4/2013
Total Estimated Annual Expenditure: $100,000.00
This ordinance is being submitted as an emergency because without emergency action this hardware will not be available to install electric poles and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into four contracts for the option to purchase Pole Line Hardware from Spectrum Power Products LLC, Power Line Supply Company, Consolidated Electrical Distributors, Inc., and Loeb Electric Company, to authorize the expenditure of four dollar to establish contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 4, 2011 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) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contract for the Department of Public Utilities to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Pole Line Hardware items are available and supplied without interruption for installation on electric poles throughout the city, 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 Power and Water (Power) in that it is immediately necessary to enter into four contracts for the option to purchase Pole Line Hardware 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 four contracts for the option to purchase Pole Line Hardware for use in electric pole installations in the City of Columbus for the term ending September 30, 2012 with the option to extend for two additional one year periods in accordance with Solicitation No. SA004036 as follows:
Spectrum Power Products, LLC, Items : 1-10, 13-17, 19, 20, 21, 26-31, 35, 42, 55, 115, 136, 137, 157, 159, 161, 162, 167, 168, 201, 202, 205, 206, 207, 209, 210, 247, and 270. Amount: $1.00.
Consolidated Electrical Distributors, Inc., Items:74, 84, 102, 121, 122, 280, 281, 282, 285, 286, 288, 289, 291, 292, 294, 295, 296, 297, 298, 299 and 304. Amount $1.00.
Loeb Electric Company, Items:57, 58, 59, 66, 75, 85, 117, 123, 124, 125, 212, 255, 257, 261, 264, 276, and 305. Amount $1.00.
Power Line Supply Company, Items:11,12, 18, 22, 23, 24, 25, 32, 33, 34, 36, 39, 40, 45-54, 60-65, 67-73, 76-83, 86-101, 103-114, 116, 118, 119, 120, 126, 127, 128, 129, 131, 132, 138-145, 147-154, 156, 158, 160, 163-166, 169-200, 203, 204, 208, 211, 213-218, 220-227, 229-240, 242-245, 249, 251-254,256, 258, 259, 260, 262, 263, 265,-269, 271-275, 277, 278, 279, 283, 284, 293, 300-303, 306, and 308. Amount $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from the 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.
SECTION3. 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.