Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to purchase Single Phase Pole Mount Transformers, Single Phase Pad Mount Transformers, and Three Phase Pad Mount Transformers to replenish stock for maintenance and new customer services within the Division of Power and Water (POWER). The funding will come from the Electricity Operating and the Electricity G. O. Bond Fund.
The Purchasing Office advertised and solicited competitive bids for the purchase of Transformers for the Division of Power and Water (POWER) in accordance with Section 329.06 (SA004513). Sixty-two (62) vendors were solicited: sixty (60) MAJ; one (1) MBR; and one (1) M1A. Six (6) MAJ bids were received and opened on August 23, 2012.
Bidders were required to provide core losses, copper losses, and a bid price. A formula was used with these factors to determine the evaluated price. Power Line Supply provided 2 bids. In their primary bid they were low bidder for items 2, 4, 7 and 8. On their alternate bid they were low on items 5, 6, 9, 10, 11, 12, 13, 15, 16, 17, 18, 19, and 20. WESCO was low bidder on item 14. Pepco was low bidder for items 1 and 3 due to local bidder credit. Due to terms and conditions included by Power Line Supply and WESCO, which conflicted with or were additional to the City's Terms and Conditions, these companies are not recommended for award. Professional Electric Products Company (PEPCO) is recommended for award of all items as the lowest, responsive and best bidder.
CONTRACT AWARD: The contract award is recommended to Professional Electric Products Company (PEPCO) in the amount of $399,689.00 based upon the lowest, responsive and responsible bid received. It is also recommended that additional quantities be added from those in the original bid as additional funding became available. The bid allowed for the increase in additional quantities.
EMERGENCY: the Department of Public Utilities is requesting City Council deem this legislation an emergency measure to allow the Director to purchase the transformers as soon as possible to avoid any interruptions in customer service.
Contract Compliance: Professional Electric Products Co. (PEPCO) (MAJ) 34-1018087, expires 07/05/2014.
FISCAL IMPACT: There is sufficient budget authority for the purchase of transformers in the 2012 Electricity Operating Fund budget. The Division of Power and Water (POWER) spent $1,318,583.18 in 2010 within Object Level Three Codes 6621/6625. In 2011 there was $1,521,545.76 spent within Object Level Three Codes 6621/6625 by the Division of Power and Water. This legislation includes a transfer within the Electricity G.O. Bonds Fund to provide sufficient funding for the project. An amendment to the 2012 Capital Improvements Budget is needed to provide sufficient budget authority.
Title
To authorize the Finance and Management Director to enter into a contract with Professional Electric Products Co. (PEPCO) for the purchase of Transformers for the Division of Power and Water (POWER); to transfer $290,071.00 within the Electricity G.O. Bond Fund; to amend the 2012 Capital Budget; to authorize the expenditure of $109,618.00 within the Electricity Operating Fund and $290,071.00 within the Electricity G.O. Bond Fund, and to declare an emergency. ($399,689.00)
Body
WHEREAS, the Department of Public Utilities, Division of Power and Water, has a need to purchase Transformers to replenish stock for maintenance and new customer installations; and
WHEREAS, the Purchasing Office received and opened six (6) formal bids in the offices of the Director of Finance and Management on August 23, 2012; and
WHEREAS, it is recommended that contract be awarded to PEPCO in the amount of $399,689.00 based upon the lowest, responsive, responsible and best bid; and
WHEREAS, it is immediately necessary in the usual daily operation of the Division of Power and Water (POWER), Department of Public Utilities, to authorize the Director of Finance and Management to enter into a contract for Single Phase Pole Mount Transformers, Single Phase Pad Mount Transformers, and Three Phase Pad Mount Transformers to avoid interruptions in customer service for the preservation of the public health, peace, property and safety; 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 a contract to purchase Single Phase Pole Mount Transformers, Single Phase Pad Mount Transformers, and Three Phase Pad Mount Transformers based upon the lowest, responsive, responsible and best bids received August 23, 2012, SA004513, Professional Electric Products Company (PEPCO) in the amount of $399,689.00.
SECTION 2. That the City Auditor is hereby authorized to transfer $290,071.00 within the Electricity G.O. Bonds Fund, Fund 553, Division of Power and Water (POWER), Division 60-07, Object Level One - 06, Object Level Three - 6625, as follows:
FROM:
PROJECT NUMBER | PROJECT NAME | OCA CODE | AMOUNT
440007-100001 | Various Electricity Projects (SIT) | 553007 | $290,071.00
TO:
PROJECT NUMBER | PROJECT NAME | OCA CODE | OL3 | AMOUNT
670793-100002 | Transformer Conversions | 537932 | 6625 | $290,071.00
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 the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies no longer required for said project.
SECTION 6. That the Director of Finance and Management be and hereby is authorized to execute an agreement with Professional Electric Products Company (PEPCO), 999 Kinnear Road, Columbus, OH 43212, for the Division of Power and Water (POWER), in accordance with the terms and conditions on file in the Purchasing Office.
SECTION 7. That the said firm shall deliver the transformers in accordance with the solicitation SA004513.
SECTION 8. That the expenditure of $290,071.00 or so much as may be needed, is hereby authorized for Solicitation SA004513 Single Phase Pole Mount Transformers, Single Phase Pad Mount Transformers, and Phase Pad Mount Transformers within the Electricity G.O. Bonds Fund, Fund No. 553, Project 670793-100002, OCA Code 537932, Object Level One - 06, Object Level Three - 6625.
SECTION 9. That the expenditure of $99,866.00 or so much as may be needed, is hereby authorized for Solicitation SA004513 Single Phase Pole Mount Transformers, Single Phase Pad Mount Transformers, and Phase Pad Mount Transformers within the 2012 Electricity Operating Fund, OCA Code 606723, Object Level One 06, Object Level Three 6621.
SECTION 10. That the expenditure of $9,752.00 or so much as may be needed, is hereby authorized for Solicitation SA004513 Single Phase Pole Mount Transformers, Single Phase Pad Mount Transformers, and Phase Pad Mount Transformers within the 2012 Electricity Operating Fund, OCA Code 606764, Object Level One 06, Object Level Three 6625.
SECTION 11. That the 2012 Capital Improvements Budget is hereby amended as follows:
PUBLIC UTILITIES/POWER 60-07
Fund No. | Project Number | Project | Current CIB | Revised CIB | CHANGE
553 | 440007-100001| Various Electricity Projects (SIT) | $1,598,450| $1,308,379| (-290,071)
553 | 670793-100002| Transformer Conversions | $0 | $290,071 | (+$290,071)
SECTION 12. That for the reasons 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 approved nor vetoes the same.