Explanation
BACKGROUND: The Purchasing Office received and opened bid number SA000568 for a laboratory sterilizer on November 20, 2003. This sterilizer is needed by the Division of Water's Water Quality Assurance Laboratory to meet EPA guidelines. Three bids were received and deemed non-responsive. Because this sterilizer was only budgeted in 2003 and time is of the essence, the Division of Water reconsidered the bids on an informal basis. VWR Scientific was the lowest bidder. They were deemed non-responsive, as they did not specify the exact type of sterilizer they were bidding and they also omitted a check-mark on a specification. We have received documentation that they are bidding the exact sterilizer that we specified and that the missing check-mark was an oversight on their part. Therefore, in order to eliminate the need to rebid the contract so the lowest bidder can correct their errors, and to in order to enter into the contract prior to the close of the fiscal year, it is in the best interest of the City of Columbus, Division of Water to waive the provisions of competitive bidding, and to award this contract to VWR Scientific, for a grand total of $40,973.00. The Contract Compliance number for VWR Scientific is 31-1319190. Of the ten vendors solicited, only one had certified MBE/FBE status.
As stated above, this sterilizer was included only in the 2003 Budget and we do not have time to formally rebid prior to the close of the fiscal year, therefore, it is requested that this Ordinance be handled in an emergency manner.
FISCAL IMPACT: The Division of Water has budgeted $38,301.00 for this sterilizer in the 2003 Budget. There are enough remaining funds in Object Level One "06" in order to cover this purchase. There have been no expenditures of this nature in the last two years.
Title
To authorize the Finance Director to enter into a contract with VWR Scientific, for a laboratory sterilizer, for the Division of Water, to waive the provisions of competitive bidding, to authorize the expenditure of $40,973.00 from Water Systems Operating Fund, and to declare an emergency. ($40,973.00)
Body
WHEREAS, the Purchasing Office did receive and open bid number SA000568 for the purchase of a laboratory sterilizer, and
WHEREAS, all three bids were deemed non-responsive and the Division of Water reconsidered the bids on an informal basis, and
WHEREAS, the Division of Water has recommended award of the sterilizer to the lowest responsible vendor rather than re-bidding due to the time constraints, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to enter into a contract with VWR Scientific, to purchase a laboratory sterilizer, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be and is hereby authorized to enter into a contract with VWR Scientific, to purchase a laboratory sterilizer, for the Division of Water, Department of Public Utilities.
Section 2. That it is in the best interest of the City of Columbus to waive the provisions of Section 329.06 of the Columbus City Code, 1959 and such provisions are hereby waived.
Section 3. That the expenditure of $40,973.00 or as much thereof as may be needed is hereby authorized from Water Works Fund 600, Department 60-09, OCA Code 601989, Object Level One 06, Object Level Three 6697, to pay the cost thereof.
Section 4. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.