Explanation
BACKGROUND: To establish contracts for the option to purchase Hitachi Sludge Collector Components for the Sewerage and Drainage Division, the largest user. The term of the proposed option contracts will be two years with an option to renew for one additional year if mutually agreed. The first contract expiration date is October 31, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001544). Formal bids were opened on March 3, 2005. Forty five (MAJ:43, M1A:2,) bids solicited; three (MAJ:3) bids were received.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidders:
Allied Locke Industries, MAJ, CC#36-2551805, Item #1 only.
Motion Industries; MAJ, CC#63-0251578, Items #2 through #12
Total Estimated Annual Expenditure: $50,000.00
These companies are not debarred according to the Federal Excluded Parties Listing and are not listed in the State of Ohio Findings for Recovery database.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Purchasing Contract Account. The Sewerage and Drainage Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into two contracts for an option to purchase Hitachi Sludge Collector Components with Allie Locke Industries and Motion Industries, to authorize the expenditure of two dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 3, 2005 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives 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, the Sewerage and Drainage Division uses Hitachi Sludge Collector Components to maintain the non-metallic sludge collector system used in the operation of the City's Sewerage and Drainage sewage treatment system and the current contract is near expiration; and
WHEREAS, this ordinance is being submitted for consideration as an emergency measure to ensure the City's Sewerage and Drainage supply is safely maintained without interruption because without emergency action, no less than thirty-seven days will be added to the procurement cycle and that timing puts the availability of supplies at risk; and
WHEREAS, an emergency exists in the usual daily operation of the Sewerage and Drainage Division in that it is immediately necessary to enter into two contracts for an option to purchase Hitachi Sludge Collector Components, 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 Director be and is hereby authorized and directed to enter into two contracts for an option to purchase Hitachi Sludge Collector Components in accordance with Solicitation No. SA001544 as follows:
Allied Locke Industries, , Item #1 only, Amount: $1.00.
Motion Industries; Items #2 through #12, Amount: $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract 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 reasons 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.