Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase HVAC Parts and Filters with Allied Supply Company Inc. and W.W. Grainger Inc. These contracts will be used city wide to provide HVAC parts and filters used for repair and maintenance throughout the City. The term of the proposed option contracts would be approximately two (2) years, expiring March 31, 2027 with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on December 26, 2024. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002726.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ029385). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Allied Supply Company Inc. CC #004136, expired 09/22/2022 (pending), All Items, $1.00
W.W. Grainger Inc., CC #007170, expires 1/17/2026, All Items, $1.00
Total Estimated Annual Expenditure: $250,000, City Wide Contract.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance to provide an uninterrupted supply of HVAC parts and filters.
These companies are 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.
FISCAL IMPACT: The expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002726. City agencies 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 two contracts for the option to purchase HVAC Parts and Filters with Allied Supply Company Inc., and W.W. Grainger; to authorize the expenditure of $2.00 from General Budget Reservation BRPO002726; and to declare an emergency. ($2.00).
Body
WHEREAS, the HVAC Parts and Filters UTC will provide for the purchase of HVAC parts to maintain City facilities; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 26, 2024 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of City facilities in that it is necessary to authorize the Finance and Management Director to immediately enter into two Universal Term Contracts for the option to purchase HVAC Parts and Filters to provide an uninterrupted supply of HVAC parts and filters, all for the immediate preservation of 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 of HVAC parts and filters in accordance with Request for Quotation RFQ029385 for a term of approximately two (2) years, expiring March 31, 2027, with the option to renew for one (1) additional year, as follows:
Allied Supply Company Inc., All Items, $1.00
W.W. Grainger Inc, All Items, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002726 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.