Explanation
BACKGROUND: For the option to purchase Aluminum, Fiberglass, and Cast Iron Poles for the Department of Public Utilities, Division of Power and Water (Power), the largest user. Aluminum, Fiberglass, and Cast Iron Poles will be used for new installations and to maintain existing street lights within the City of Columbus. The term of the proposed option contracts would be through April 30, 2011 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003561. The Purchasing Office opened formal bids on May 20, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003561). Fifty-three bids were solicited (MAJ: 50, F1: 2, M1A: 1); Five bids were received (MAJ: 5).
Item 70 is not recommended for award as the agency has material in inventory and it may not justify the cost to establish a contract for one item that may not be ordered.
There were no bids received for items 23, 33, 67, and 68. These items will be bid informally as needed.
The Purchasing Office is recommending award of two contracts to the lowest responsive, responsive, and best bidders:
Becker Electric, CC#310553243, Exp. 8/13/2011
Loeb Electric Company, CC#314236750, Exp. 7/9/2011
Total Estimated Annual Expenditure: $65,000.00
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.
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 these option contracts is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize and direct the Finance and Management Director to enter into two contracts for the option to purchase Aluminum, Fiberglass and Cast Iron Poles for the Department of Public Utilities with Becker Electric and The Loeb Electric Company; to authorize the expenditure of two dollars to establish the contracts from the Mail, Print Services, and UTC Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 20, 2010 and selected the lowest responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the 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 the Department of Public Utilities to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Aluminum, Fiberglass, and Cast Iron Poles are supplied without interruption to enable the installation and maintenance of Street Lights throughout the City of Columbus this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities/Division of Power and Water (Power) in that it is immediately necessary to enter into contracts for an option to purchase Aluminum, Fiberglass, and Cast Iron Poles 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 be and is hereby authorized and directed to enter into the following contracts for the option to purchase Aluminum, Fiberglass, and Cast Iron Poles for the term ending April 30, 2011 with the option to extend for two additional one-year periods in accordance with Solicitation No. SA003561 as follows:
Becker Electric. Items: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 20, 21, 23, 25, 26, 28, 29, 30, 31, 32, 34, 35, 36, 37, 38, 39, 40, 41, 42, 46, 47, 48, 49, 50, 51, 53, 54, 55, 56, 57, 58, 59, 60, 61, 62, 63, 64, 65, 66, 69, 71, 72, 73, 74, 75, 76, and 77. Amount $1.00
The Loeb Electric Company, Items: 19, 24, 27, 43, 44, 45, 52 and 78. Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the Mail, Print Services, and UTC Fund, 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.