Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement for the option to establish one (1) UTC contract for Waste Disposal Services of hazardous and non-hazardous materials to be used primarily by Fleet Management Division, Facilities Management Division, the Recreation and Parks Department, and Public Utilities Department. The term of the proposed option contract is through September 30, 2017. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 18, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation SA005903). Forty-nine (49) bids were solicited: (M1A: 1). Four (4) bids were received (MAJ: 4).
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
Chemtron Corporation; CC#341325284, expires 06/11/2017, Categories 1-5, $1.00
Total Estimated Annual Expenditure: $170,000.00
This 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.
Fiscal Impact: Funding to establish this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Waiver Explanation: The purpose for waiving competitive bidding provisions of Chapter 329 of the Columbus City Codes is due to an error made in the bid proposal pages line 2K and 2L. The vendor has agreed to provide service at a cost equivalent to the unit price provided in their bid proposal. Also, the vendor did not bid firm and fixed pricing for line 1 but rather allowed for cost variations due to fluctuating market value based on product quality and oil commodity pricing.
Emergency Designation: This ordinance is being submitted as an emergency as the current contract is set to expire on 09/30/2015. Emergency legislation is necessary to avoid any lapse in contract coverage that may result in inefficient delivery of maintenance services provided by city agencies.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase Waste Disposal Services of hazardous and non-hazardous materials with Chemtron Corporation; to waive competitive bidding provisions of Chapter 329 of the City Code; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, Waste Disposal Services of hazardous and non-hazardous materials are used by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 18, 2015 and selected the overall lowest, responsive, responsible, and best bidder; however, due to an error, the bidding provisions of City Code Chapter 329 need to be waived; 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 contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to avoid lapse in contract coverage of waste disposal services of hazardous and non-hazardous materials, this is being submitted for consideration as an emergency measure; and
WHERAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to enter into contract for the option to purchase Waste Disposal Services of hazardous and non-hazardous materials so various City agency services are not interrupted; 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 Waste Disposal Services of hazardous and non-hazardous materials in accordance with Solicitation no. SA005903 for the term expiring September 30, 2017, with the option to extend for one (1) additional year based on mutual agreement.
Chemtron Corporation, Categories 1-5, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That the Council finds that it is in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
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.