Explanation
BACKGROUND: This ordinance authorizes the option to purchase Hitachi Maxco Sludge Collector Parts for the Department of Public Utilities, Division of Sewers and Drainage. The term of the proposed option contract will be through October 31, 2017 with the option to extend one additional year, subject to mutual agreement of both parties, in accordance with formal bid solicitation SA005958. The parts are used for the sludge settling system located at the Southerly Waste Water. The Purchasing Office opened formal bids on August 6, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the Columbus City Code (Solicitation SA005958). Thirty-one bids (MAJ:31) were solicted. Four bids were received (MAJ: 4).
Applied Industrial Technologies, Inc. was low bidder on items 21, 36, & 53. Fairfield Service Company was the low bidder for item 38. The recommendation is to award these items to Motion Industries as there would be an administrative cost to establishing and maintaining these additional contracts and cost savings would not be realized.
Motion Industries did not bid items 38, therefore, this item will be bid informally as needed.
The Purchasing Office is recommending award of one contract to the lowest, responsive bidder:
Motion Industries, Inc.; CC#630251578, exp. 6/20/2016.
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action Hitachi Maxton Sludge Collector Parts will not be available and the efforts of the Department of Public Utilities, Division of Sewers and Drainage to repair sludge settling equipment would be delayed and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. The Department of Public Utilities will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Hitachi Maxco Sludge Collector Parts from Motion Industries, Inc. to authorize the expenditure of one dollar to establish this contract from the General Fund; and to declare an emergency ($1.00).
Body
WHEREAS, the Department of Public Utilities, Division of Sewers and Drainage has a need for sludge collector parts to repair Hitachi Maxco equipment at the Southerly Waste Water Plant, and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 6, 2015 and selected the lowest responsive, responsible and best bid; 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) providing an effective option contract for the Department of Public Utilities to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Hitachi Maxco Sludge Collector Parts are available and supplied as needed for the Department of Public Utilities to repair equipment at the Southerly Waste Water Plant and that its efforts will not be interrupted, 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 in that it is immediately necessary to enter into a contract for the option to purchase Hitachi Maxco Sludge Collector 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 Hitachi Maxco Parts for the Department of Public Utilities for the term ending October 31, 2017 with the option to extend for one additional year in accordance with Solicitation No. SA005958 as follows:
Motion Industries, Inc. All Items: 1-37, 39-67. Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund; Organization Level 1: 45-01, Fund 10, Object Level 3: 2270, OCA: 450047, 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.