Explanation
BACKGROUND: This ordinance is for the option to establish two (2) Universal Term Contracts to purchase Small Electric Motors for various City of Columbus agencies. These small electric motors are less than fifty (50) horsepower and are used for maintenance work and various other projects within City agencies. The term of the proposed option contracts would be two (2) years, expiring May 31, 2016, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on February 6, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA005270. Ninety-nine (99) bids were solicited (M1A-3, MBR-3, AS1-1, F1-0). Three (3) bids were received. The solicitation requested catalog bids for various small electric motor manufacturers.
On line item 5 for Dayton Manufacturer, only one (1) bid was received and no discount offered from the manufacturer catalog's list price. On line item 11 (Magnetek Motors) and 15 (Universal Motors) has been merged with Century Motors as listed on line 4 and is no longer sold under those brand names. It has been determined that no award will be made for line items 5, 11 and 15.
The Purchasing Office is recommending awarding to the lowest, responsive, responsible and best bidders, as follows:
Applied Industrial Technologies, Inc.: CC#34-0117420 (Expires 06/14/15)
GD Supply Inc., dba Johnstone Supply: CC#31-1114455 (Expires 07/17/15)
Total Estimated Annual Expenditure: $40,000.00.
These companies are not debarred according to the Excluded Party Listing or the State Auditor's Finding for Recovery Database.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the General Fund. All City Agencies will be required to obtain approval to expend from their own appropriations for the estimated annual expenditures.
Title
To authorize the Finance Management Director to enter into two (2) contracts for the option to purchase small electric motors with Applied Industrial Technologies and GD Supply Inc., dba Johnstone Supply; and to authorize the expenditure of two (2) dollars to establish the contracts from the General Fund, and to declare an emergency, ($2.00).
Body
WHEREAS, it is necessary for the City to purchase small electric motors for maintenance work and various other projects within City agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 6, 2014 and selected the lowest responsive, responsible and best bidders; 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 effectively maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into contracts for the option to contract for Small Electric Motors, thereby preserving the public health, peace, property, safety and welfare; not 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 contracts for the option to purchase small electric motors for the term ending May 31, 2016, with the option to extend for one (1) additional year subject to the mutual agreement in accordance with Solicitation No. SA005270 as follows:
Applied Industrial Technologies, Inc.: Line Items # 6, 16, 17 and 18: $1.00
GD Supply Inc., dba Johnstone Supply: Line Items # 1, 2, 3, 4 ,7, 8, 9, 10, 12, 13, 14, and 19: $1.00
SECTION 2: That the expenditure of $2.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 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.