Explanation
BACKGROUND: For the option to purchase Plumbing Products for the Division of Water, the largest user, and for other City agencies as needed. The term of the proposal option contract would be approximately three years. The proposed contract would run through December 31, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001312). In addition to posting an advertisement for bids on the City Bulletin/City Website, One Hundred and Twenty One (121): (MAJ: 114, and FBE: 7) bidders were solicited. The bidders are solicited in response to completing vendor registration process conducted by the Finance/Purchasing Office. Vendor registration is the City's method of maintaining a database regarding who may be interested in doing business with the City for a particular commodity or service. Once that commodity or service is being bid, any City agency can access the bid mailing information for every company that expressed an interest in doing business with the City. While it is still the potential bidder's responsibility to seek opportunities, this vendor registration method and retrieval enables the City to be more inclusive in its solicitation processes. The Purchasing Office opened formal bids on October 28, 2004 and received five bids: 5 (MAJ: 5).
While there were lower bids originally submitted, the lower bids were nonresponsive as follows: Items 1 and 7 from Westwater Supply had included installation pricing which is not supposed to be bid. Pipe Valves submitted an unsigned incomplete bid proposal. The Finance/Purchasing Office endorses the Plumbing evaluation team's recommendation for three contract award recommendation to the lowest, responsive, responsible and best bidders:
This solicitation was for percentage off catalog pricing. Secondary awards will only be used if primary awarded contractor cannot supply item when item are needed.
Westwater Supply Corporation, 314427980, Primary Supplier on Item Nos. 1, 3, 4, 5, 6, 6A, 7 for Delta, 9A, 9C,
9D, 13 for Sloan, 16 for just items listed, and 19.
Worly Plumbing Supply, 314391479, Primary on Items 6 for Legend, 7 for Powers, 8 for just items listed, 9, 11, 13 for
American Standard, 14, and 15 for Woodford, and 17 for just items listed. Secondary on Items 1, 2, and 3 for Nibco.
Southard Supply, Inc., 314311430, Primary Supplier on Item Nos. 2, 9B, 12 and 12A.
Items 10, 18, 20 and 21 were not awarded.
Total Estimated Annual Expenditure: $ 400,000.00.
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.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government.
The companies are not listed with the Auditor of State for unresolved findings.
FISCAL IMPACT: Funding to establish these option contracts are budgeted in the Purchasing Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into contracts for the option to purchase Plumbing Supplies with Westwater Supply Corporation, Worly Plumbing Supplies, and Southard Supply, Inc. to authorize the expenditure of $3.00 to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 28, 2004, and selected the most responsive, responsible and best bids; 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 these needed supplies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Water Division in that it is immediately necessary to enter into contracts for an option to purchase Plumbing Supplies, 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 Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Plumbing Supplies in accordance with Solicitation No. SA 001312 as follows:
Westwater Supply Corporation, 314427980, Primary Supplier on Item Nos. 1, 3, 4, 5, 6, 6A, 7 for Delta, 9A, 9C,
9D, 13 for Sloan, 16 for just items listed, and 19. Amount: $1.00
Worly Plumbing Supply, 314391479, Primary on Items 6 for Legend, 7 for Powers, 8 for just items listed, 9, 11, 13 for
American Standard, 14, and 15 for Woodford, and 17 for just items listed. Secondary on Items 1, 2, and 3 for Nibco.
Amount: $1.00
Southard Supply, Inc., 314311430, Primary Supplier on Item Nos. 2, 9B, 12 and 12A. Amount: $1.00
SECTION 2. That the expenditure of $ 3.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.