Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish Universal Term Contracts (UTC) for the option to purchase Electric Conductor, Wire and Cable with American Wire Group, Consolidated Electrical Distributors, Inc., Utility Supply and Construction Company dba Power Line Supply, and Wesco Distribution, Inc. The Division of Power is the primary user of these commodities as they are used in the City’s electrical distribution system. The term of the proposed option contracts would be approximately one(1) year, expiring March 31, 2021, with the option to renew for three (3) additional years. In addition, the expenditure of $4.00 is hereby authorized from General Budget Reservation BRPO001107.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code 329 relating to competitive bidding, (Request for Quotation No. RFQ014459). The Purchasing Office opened formal bids on January 23, 2020. Four bids were received. Two of the bidders failed to complete the bid worksheets correctly. One company used an older version of the worksheet and the other bidder did not complete one column of the worksheet. These omissions did not affect the ability to accurately evaluate each bidder’s response. These two bidders were the low bidder on a significant number of items. The recommendation is for a waiver to allow all items to be awarded to the lowest bidder.
The Purchasing Office is recommending award to lowest, responsible and best bidders as follows:
American Wire Group, CC#009875 expires January 31, 2022, Items 8, 14, 22, 27, 32, 33, and 59. $1.00
Consolidated Electrical Distributors, Inc., CC# 010270 expires March 31, 2020, Items 9, 12, 15, 17-21, 23-26, 29-31, 34-47, 57, 78-80 and 82. $1.00
Utility Supply and Construction Company dba Power Line Supply, CC# 007513 expires November 27, 2021, Items 10, 16, 28, 48-56, and 60. $1.00
Wesco Distribution, Inc., CC# CC001977 expires July 25, 2020, Items 1-7, 11, 13, 58, 61-77, 81, and 83-85. $1.00
Total Estimated Annual Expenditure: $250,000.00, Division of Power, primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency measure as the current contracts are due to expire.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: The expenditure of $4.00 is hereby authorized from General Budget Reservation BRPO001107. 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 four (4) Universal Term Contracts for the option to purchase Electric Conductors, Wire and Cable with American Wire Group, Consolidated Electrical Distributors, Inc., Utility Supply and Construction Company, dba Power Line Supply, and Wesco Distribution, Inc.; to authorize the expenditure of $4.00 from General Budget Reservation BRPO001107; to waive the competitive bidding provisions of City Code; and to declare an emergency. ($4.00)
Body
WHEREAS, the Electric Conductor, Wire and Cable UTC will provide for the purchase of electric conductors, wire and cable used by the Division of Power in the electrical distribution system; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 23, 2020; and
WHEREAS, a formal competitive process was completed and two bidders failed to complete the bid as required, but this did not hinder the evaluation of the bids accurately; and
WHEREAS, another solicitation would cause a delay in establishing contracts for these items which are important for electrical distribution work, therefore, it is necessary to waive the competitive bidding provisions in order to enter into these contracts; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Finance and Management Director to enter into four Universal Term Contracts for the option to purchase Electric Conductors, Wire and Cable before the current contract expire, 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 and Management Director is hereby authorized to enter into the following contracts for the option to purchase Electric Conductor, Wire, and Cable in accordance with Request for Quotation RFQ014459 for a term of approximately one year, expiring March 31, 2021, with the option to renew for three (3) additional years, as follows:
American Wire Group, Items 8, 14, 22, 27, 32, 33, and 59 $1.00
Consolidated Electrical Distributors, Inc., Items 9, 12, 15, 17-21, 23-26, 29-31, 34-47, 57, 78-80 and 82, $1.00
Utility Supply and Construction Company dba Power Line Supply, Items 10, 16, 28, 48-56, and 60, $1.00
Wesco Distribution, Inc., Items 1-7, 11, 13, 58, 61-77, 81, and 83-85, $1.00
SECTION 2. That this Council finds it is in the best interest of the City to waive the competitive bidding provisions of Columbus City Code Chapter 329 to permit the aforementioned purchases.
SECTION 3. That the expenditure of $4.00 is hereby authorized from General Budget Reservation BRPO001107 of this ordinance to pay the cost thereof.
SECTION 4. 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 5. That for the reasons 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.