Explanation
BACKGROUND: For the option to establish a UTC contract for Allis Chalmers Sludge Pump Parts for the Department of Public Utilities, Division of Power and Water. The term of the proposed option contract would be approximately two (2) years, expiring December 31, 2008, with the option to extend for one (1) additional year. The Purchasing Office opened formal bids on October 26, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002203). 28 bids were solicited: (MBE-0, FBE-1, MAJ-27). 2 bids were received: (MAJ-2):
The lowest bidder, Werner Process Equipment, was deemed non-responsive due to submission of unfavorable and unacceptable terms and conditions. The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
The Henry P. Thompson Co., Items 1-55, Contract Compliance #31-0515994, expires 2/25/08
Total Estimated Annual Expenditure: $40,000.00, Department of Public Utilities, Division of Power and Water.
The 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.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Universal Term Contract Fund. The Department of Public Utilities, Division of Power and Water will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into a contract for the option to obtain Allis Chalmers Sludge Pump Parts with The Henry P. Thompson Company, to authorize the expenditure of $1.00 to establish the contract from the Universal Term Contracts Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 26, 2006 and selected the overall lowest responsive, responsible and best bidder; 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Allis Chalmers Sludge Pump Parts, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for the option to obtain Allis Chalmers Sludge Pump 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 & Management Director be and is hereby authorized and directed to enter into the following contract for the option to purchase Allis Chalmers Sludge Pump Parts in accordance with Solicitation SA002203 as follows: The Henry P. Thompson Company, Items 1-55 only, Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Universal Term Contracts Fund, Account Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. 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.