Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into contracts for the option to purchase Lab Supplies on an as needed basis for use by the Department of Public Utilities and various other City Labs. These items are used by laboratories to perform necessary testing of Water and Sewage to meet public health and Environmental Protection Agency requirements. Items bid were divided into six categories of like products. The term of the proposed option contracts will be through May 30, 2014 with the option to extend these contracts for One (1) additional year. The Purchasing Office opened formal bids on September 6, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004564). Fifty (50) Bids were solicited (F1:1). Two (2) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders by group, responsive bidders having bid all products in a group:
Thomas Scientific CC#223336902 (expires 9-24-2014)
VWR International CC#562445503 (expires 10-1-2014)
Total Estimated Annual Expenditure $250,000.00
These companies are not debarred according to the Federal Excluded Parties 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 the current contract is set to expire on November 30, 2012 and without emergency action the ability of the City to maintain operations of its various laboratories will be reduced. The purchasing office could not present an ordinance earlier due to unforeseen delays evaluating bids received
FISCAL IMPACT: Funding to establish these options contracts are budgeted in the Mail, Print Services and UTC Fund. The Department of Public Utilities and Various other Divisions will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contracts for the option to purchase Lab supplies on an as needed basis with Thomas Scientific, and VWR International; to authorize the expenditure of Two dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids August 10, 2012 and opened responses on September 6, 2012 and selected the lowest responsive, and responsible bidders by category; 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 the Department of Public Utilities and other City laboratories to obtain Laboratory Supplies on an as needed basis; and
WHEREAS, these contracts will be in effect for two (2) years to and including May 30, 2014, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an uninterrupted supply of these Laboratory Supplies are necessary to allow the Department of Public Utilities and other City Laboratories to maintain their operations, 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 contracts for the option to purchase Laboratory Supplies, to provide an uninterrupted supply of these items 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 is hereby authorized to enter into the following contracts for the option to purchase Lab Supplies in accordance with Solicitation No. SA004564 for the term ending May 30, 2014 with the option to extend for One (1) additional year subject to mutual agreement of both parties as follows:
Thomas Scientific Categories 1, 2,3, 4 and 5: Amount $1.00
VWR International Category 6: Amount $1.00
SECTION 2. That the expenditure of $2.00 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.
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.