Explanation
BACKGROUND: This legislation is for the option to establish one (1) UTC type contract for Steel Products to be used by various City agencies. The term of the proposed option contract is through September 30, 2017. The contract may be extended for one (1) additional year or portion of a year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 25, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation No. SA005923). Thirty-Five (35) bids were solicited (M1A: 2, F1: 1). Two (2) bids were received (MAJ).
One (1) contract is recommended to award for Steel Products. The specifications required bidders to submit their standard published catalog(s) and price lists along with quotes for specific items where pricing would be used to determine the awarded contractor. Both companies did not provide the required information that provides both catalogs with product descriptions with associated pricing. Benjamin Steel Co., Inc. provided the lowest pricing on the items listed and they did reference a Benjamin Steel Co., Master Inventory List dated June 24, 2015 that was not included in their submittal. Benjamin Steel is the current contract holder and they can provide the Master Inventory List referenced that provides pricing based on order quantities.
This ordinance requests a waiver of relevant provisions of Chapter 329 of the Columbus City Code relating to competitive bidding to permit a contract to be awarded to Benjamin Steel Co., Inc.
The Purchasing Offices recommends awarding a contract to:
Benjamin Steel Co., Inc., CC# 310853024 (Expires 6/16/2017)
Total Estimated Annual Expenditure: $100,000.00
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.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement process and the efficient deliver of valuable publis services will be slowed. The current contract expires September 30, 2015 with no provisions for extension.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Steel Products with Benjamin Steel Co., Inc.; to waive applicable competitive bidding requirements of the Columbus 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, the Purchasing Office adverised and solicited formal bids on June 25, 2015 and recommends award to the lowest, responsive, responsible and best bidder; and
WHEREAS, this ordinance requests a waiver of relevant provisions of Chapter 329 of the Coumbus City Codes relating to competitive bidding to permit the aforementioned purchases; 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 have this contract in place prior to the current contract expiration of September 30, 2015, 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 purchase Steel Products; 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 Steel Products, in accordance with Solicitation No. SA005923 for the term expiring September 30, 2017, with the option to extend for one (1) additional year or portion thereof.
Benjamin Steel Co., Inc. All Items and catalog, $1.00
SECTION 2. That this Council finds it in the City's best interest to waive applicable competitive bidding requirements of Chapter 329 of the Columbus City Code.
SECTION 3. That the expenditure of $1.00 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 4. That for the reason stated in the premble 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 pasage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.