Explanation
BACKGROUND: This ordinance authorizes the option to purchase Wood Utility Poles for the Department of Public Utilities, Division of Power. The term of the proposed option contract will be through March 31, 2015 with the option to extend three additional one year periods, subject to mutual agreement of both parties, in accordance with formal bid solicitation SA005227. The Division of Power requires Wood Utility Poles to maintain the street lighting system in the Columbus area. The Purchasing Office opened formal bids on Januuary 16, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005227). Thirty bids (30) were solicted. Two bids were received.
The Purchasing Office is recommending award of one contract to the lowest responsive bidder, Kevin Lehr Associates, CC#297424991, Expiration: September 8, 2014. Total Estimated Annual Expenditure: $80,000.00.
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action Wood Utility Poles will not be available and the efforts of the Division of Power to provide power services will be effected and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. The Department of Public Utilities will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Wood Utility Poles from Kevin Lehr Associates; to authorize the expenditure of one (1) dollar to establish a contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Department of Public Utilities Division of Power has a need for Wood Utility Poles to maintain the street lighting systems in the Columbus area; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 16, 2014 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) providing an effective option contract for the Department of Public Utilities, Division of Power to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Wood Utility Poles are available and supplied as needed for replacement and to maintain the street lighting system so service will not be interrupted, 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 in that it is immediately necessary to enter into one contract for the option to purchase Wood Utility 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 to enter into the following contract for the option to purchase Wood Utility Poles for the Department of Public Utilities, Division of Power for the term ending March 31, 2015 with the option to extend for three additional one year periods in accordance with Solicitation No. SA005227 as follows:
Kevin Lehr Associates, Items: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, and 12. Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund; Organization Level 1: 45-01, Fund 10, Object Level 3: 2270, OCA: 450047, 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.