Explanation
BACKGROUND: For the option to purchase Electric Meters and Accessories for the Department of Public Utilities, Division of Operational Support. The term of the proposed option contract would be through October 31, 2007. The Purchasing Office opened formal bids on August 24, 2006. The contract may be extended for two additional one year periods, on a year by year basis, subject to mutual agreement by the city and the contractors. The estimated annual expenditure for the bid items is $215,958.13.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002121. Fifty-eight bids were solicited (MAJ:54:, MBE:4, FBE:0); Eight (MAJ: 8) bids were received.
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.
The Purchasing Office is recommending award of 5 contracts to the lowest, responsive, responsible and best bidders:
Hughes Supply, Inc. MAJ, CC: 370798775, expires 5/18/07, $109,620.37
Reed City Supply, MAJ, CC: 381783949, expires 3/25/08, $32,654.77
Wesco Distribution, Inc., MAJ, CC: 251723345, 1/15/07, $61,813.62
Becker Electric, MAJ, CC: 310553243, 8/18/08, $8,302.32
Marwell, MAJ, CC: 953322955, 5/27/07, $3,567.05
No bids were received on items 40, 44, 45, 50, 51, 52, 61, 62, 63, 89, 91, 95, 98, 99, 107, 108, and 172. These items will be informally bid as needed.
Reed City Power Line Supply was low bidder on items 1, 2, 5, 6, 7, 8, 9,14, 15, 24, 25, 27, and 28. However they were non-responsive to the specification, therefore they are not recommended for award of these items. Hughes Supply Inc., the lowest, responsive, responsible and best bidder is recommended for award of these items.
Reed City Power Line Supply was the low bidder on item 57, however, due to local vendor credit, Hughes Supply is recommended for award of this item.
Reed City Power Line Supply was low bidder on items 85, 86, 90, 92, 96, 97, 100, 101 and 102, however, with local vendor credit, the award recommendation is to Becker Electric.
Brayden Automation Corp. was low bidder on item 47, but it is not in the best interest of the city to issue a separate contract for this one item, as the administrative cost for issuing and managing the contract will not be cost effective. Therefore, this item is to be awarded to Reed City Power Line Supply, the next low bidder.
Sensus Metering Systems was low bidder on items 2 and 28, however they were non-responsive to the specification and are not to recommended for an award.
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 Purchasing UTC Fund. 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 & Management Director to enter into five contracts for the option to purchase Electric Meters and Accessories with Hughes Supply, Inc; Reed City Supply; Wesco Distribution Inc.; Becker Electric; and Marwell Corporation to authorize the expenditure of five dollars to establish the contract from the Purchasing/UTC Fund, and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 24, 2006 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 electric meters and accessories are supplied without interruption to new and existing public utility/electricity projects, 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/Operational Support Division in that it is immediately necessary to enter into contracts for an option to purchase Electric Meters and Accessories, 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 & Management Director be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Electric Meters and Accessories in accordance with Solicitation No. SA002121 as follows:
Hughes Supply Inc.: Items 1 -39, 56, 57, 65, 66, 67, 68, 69, 88, 105, 106, and 178. Amount: $1.00
Reed City Supply: Items 41, 42, 43, 47, 53, 54, 55, 58, 59, 60, 64, 81, 82, 83, 84, 93, 141-171, 173, 174, 175, 176, and 177. Amount $1.00.
Wesco Distribution: Items 48, 49, and 109-140. Amount $1.00.
Becker Electric: Items 70, 71, 85, 86, 87, 90, 92, 94, 96, 97, 100, 101, 102, 103 and 104. Amount $1.00.
Marwell Corporation: Items 46, and 72-80. Amount $1.00.
SECTION 2. Items 40, 44, 45, 50, 51, 52, 61, 62, 63, 89, 91, 95, 98, 99, 107, 108 and 172 will not be awarded as no responsive bid was received for these items.
SECTION 3. That the expenditure of $5.00 is hereby authorized from the Purchasing UTC Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
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.