Explanation
BACKGROUND: To establish a contract for the option to purchase Arlingate HVAC Maintenance and Repair Service for the Department of Technology. The term of the proposed option contract will be two years with an option to renew for one additional year if mutually agreed by the contract parties. Contract expiration date is December 31, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001018). Seventy Nine (MAJ:71), (M1A:6), (F1:2) and (MBR:1) bids solicited; three (MAJ:3) bids received.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidder:
Mid-Ohio Air Conditioning Corporation, MAJ, CC# 31-0732219
Total Estimated Annual Expenditure: $28,872.00
This company is not debarred according to the Federal Excluded Parties Listing.
This company is not listed on the Auditor of State 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 this option contract is budgeted in the Purchasing Contract Account. The Department of Technology 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 a contract for an option to purchase Arlingate HVAC Maintenance and Repair Service with Mid-Ohio Air Conditioning Corporation, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 18, 2004 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, this ordinance is being submitted for consideration as an emergency measure so the HVAC system at the Department of Technology Arlingate building will be maintained regularly and repaired as needed; thereby protecting the City's computer equipment located at this facility; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to enter into a contract for an option to purchase Arlingate HVAC Maintenance and Repair Service, 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 a contract for an option to purchase Arlingate HVAC Maintenance and Repair Service in accordance with Solicitation No. SA001018 as follows:
Mid-Ohio Air Condititioning Corporation, All Items (1-9), Amount: $1.00
SECTION 2. That the expenditure of $1.00 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 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.