Explanation
BACKGROUND: For the option to establish a UTC contract to purchase Schwing Pump Parts for the Division of Sewerage and Drainage, the sole user. The term of the proposed option contract would be two (2) years, expiring December 31, 2010, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on July 10, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002942). Twenty-seven (27) bids were solicited: (M1A-0, F1-1, MBR-1). Three (3) bids were received (F1-1).
Two bidders submitted quotes that were FOB Shipping Point rather than FOB Destination, as specified. In addition, neither bidder provided estimated shipping charges, and have both been deemed non-responsive to the solicitation. The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder:
Motion Industries, MAJ, CC# 63-0251578 expires 09/12/2010, All Items except 16 and 128-131 which were not bid on, $1.00
Total Estimated Annual Expenditure: $240,000.00, 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, 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 UTC 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 and Management Director to enter into a contract for the option to purchase Schwing Pump Parts with Motion Industries, to authorize the appropriation and expenditure of $1.00 to establish the contract from the Purchasing UTC Account, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 10, 2008 and selected the lowest, responsive, responsible and best bidder; 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 Schwing Pump 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 Schwing Pump 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 and directed to enter into the following contract for the option to purchase Schwing Pump Parts in accordance with Solicitation No. SA002942 for a term of approximately two (2) years, expiring December 31, 2010, with the option to renew for one (1) additional year, as follows:
Motion Industries, Items 1-15 and 17-127, Amount: $1.00
SECTION 2. That the appropriation and expenditure of $1.00 is hereby authorized from Purchasing UTC 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 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.