Explanation
BACKGROUND: For the option to establish five (5) UTC contracts to purchase Water Meters for the Division of Power and Water, the primary user. The term of the proposed option contracts would be one (1) year, expiring December 31, 2009, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 9, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003037). Thirty (30) bids were solicited: (M1A-0, F1-0, MBR-0). Eight (8) bids were received.
One bidder submitted 3 pages of additional terms and conditions which rendered them non-responsive. No responsive bids were received for items 8, 35, 44, 63 and 65. The agency will pursue the informal biding process for these items when the need arises.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Badger Meter, Inc., MAJ, CC# 39-0143280 expires 02/04/11, $1.00, Items 1, 1A, 2, 3, 4, 4A, 5, 6, 7, 14, 15, 16, 17, 20, 21, 36, 37, 38, 39, 40, 41, 42, 43 and 61.
Hersey Meters Company, LLC, MAJ, CC# 37-1388051 expires 12/15/10, $1.00, Items 9, 10, 11, 12, 13, 18, 19, 26, 27, 45, 46, 47, 48, 49, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 60 and 62.
H. D. Supply Waterworks, MAJ, CC# 03-0550887 expires 12/17/10, $1.00, Items 23, 24, 25 and 64.
Metron Farnier, LLC., MAJ, CC# 84-1328980 expires 7/23/09, $1.00, Item 22
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 8/27/10, $1.00, Items 28, 29, 30, 31, 32, 33 and 34.
Total Estimated Annual Expenditure: 3.2 million dollars, Division of Power and Water, the primary user
The companies are 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 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 Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into a contract for the option to purchase Water Meters with Badger Meter, Inc., Hersey Meters Company, LLC, H. D. Supply Waterworks, Metron Farnier, LLC, and Ferguson Waterworks, to authorize the appropriation and expenditure of $5.00 to establish the contracts from the Mail, Print Services and UTC Fund Account, and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 9, 2008 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Water Meters, 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 an option to purchase Water Meters, 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 Water Meters in accordance with Solicitation No. SA003037 for a term of approximately one (1) year, expiring December 31, 2009, with the option to renew for one (1) additional year, as follows:
Badger Meter, Inc., Items 1, 1A, 2, 3, 4, 4A, 5, 6, 7, 14, 15, 16, 17, 20, 21, 36, 37, 38, 39, 40, 41, 42, 43 and 61, Amount $1.00
Hersey Meters Company, Items 9, 10, 11, 12, 13, 18, 19, 26, 27, 45, 46, 47, 48, 49, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 60 and 62, Amount $1.00
H. D. Supply Waterworks, Items 23, 24, 25 and 64, Amount $1.00
Metron Farnier, LLC., Item 22, Amount $1.00
Ferguson Waterworks, Items 28, 29, 30, 31, 32, 33 and 34, Amount $1.00
SECTION 2. That the appropriation and expenditure of $5.00 is hereby authorized from 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 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.