Explanation
BACKGROUND: This ordinance is for the creation of various Universal Term Contracts for the option to Purchase Building Electrical Products on an as needed basis by various City departments. . The majority of purchases from this contract will be to maintain the City's Buildings and Properties. A minority of purchases will be made for other City projects as needed. The term of the proposed option contracts would be through November 30, 2015 with the option to extend this contract subject to mutual agreement for One (1) year. The Purchasing Office opened formal bids on January 31, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004751). One Hundred Seventy Three (173) bids were solicited: (M1A-4; MBR-6: F1-2:AS1-2). Six (6) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Consolidated Electrical Distributors, Inc. CC#770559191 (expires 7-11-2014)
Loeb Electric Company CC#314236750 (expires 8-4-2013)
McNaughton-McKay Electric CC#383301318 (expires 5-22-2014)
Wesco Distribution CC#251723345 (expires 6-15-2013)
City Electric Supply was non-responsive as they could not supply list pricing to go with discounts quoted.
Graybar Electric, Inc. was non-responsive as their proposed pricing did not meet specification requirements.
Total Estimated Annual Expenditure: $400,000.00.
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because the bidding process took longer than anticipated when the first bid brought no responsive bidders.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Various Divisions 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 contract for the option to Purchase Building Electrical Products on an as needed basis with four companies, to authorize the expenditure of $4.00 dollars from the Mail, Print Services and UTC Fund, and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 31, 2013 and selected the lowest responsive, responsible and best bidders; 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 the Purchase of Building Electrical Products ; and
WHEREAS, these Building Electrical Products are necessary to allow for the maintenance of City buildings and other City properties, and
WHEREAS, the contracts will be in effect for two (2) years to and including November 30, 2015, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to enter into a contract for the option to Purchase Building Electrical Products, 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 to enter into the following contract for the option to Purchase Building Electrical Products on an as needed basis for the term ending November 30, 2015 with the option to extend subject to mutual agreement for One (1) year in accordance with Solicitation No. SA004751 as follows:
Consolidated Electrical Distributors, Inc. Items 10, 58, and 61 Amount $1.00
The Loeb Electric Company Items 1, 7, 15, 21, 22, 24, 28, 32, 36, 37, 38, 41, 42, 43, 44, 50, 51, 53, 55, 59, 64, 65, and 66, Amount $1.00
McNaughton McKay Electric Items 2, 3, 4, 25, and 31
Wesco Distribution Items 9, 11, 12, 13, 16, 17, 20, 26, 29, 30, 39, 40, 45, 47, 52, 57, 60, 62, 63, 68, and 69
SECTION 2. That the expenditure of $4.00 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 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 4. 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.