Explanation
BACKGROUND: To establish two contracts for the option to purchase Reflective Glass Spheres for the Transportation Division, the largest user. The term of the proposed option contract will be two years with an option to renew for one additional year if mutually agreed. Contract expiration date is December 31, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000601). Thirty-one (MAJ:31) bids solicited; three (MAJ:3) bids received.
The Purchasing Office is recommending award of two contracts to the lowest, responsive, responsible and best bidders:
Swarco Industries (Primary supplier), MAJ, CC#33-0169259
Potters Industries Inc. (Secondary supplier), MAJ, CC#22-1933307
Total Estimated Annual Expenditure: $60,000.00
These companies are not debarred according to the Federal Excluded Parties Listing.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven 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 Contract Account. The Transportation Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into two contracts for an option to purchase Reflective Glass Spheres with Swarco Industries (primary supplier) and Potters Industries, Inc. (secondary supplier), to authorize the expenditure of two dollars to establish these contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 29, 2004 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objectives 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, this ordinance is being submitted for consideration as an emergency measure so Reflective Glass Spheres can be ordered and delivered as needed to the Transportation Division, and
WHEREAS, without emergency action, no less than thirty-seven days will be added to the procurement cycle causing possible delays in receiving Reflective Glass Spheres necessary to continue transportation operations without interruption; and
WHEREAS, an emergency exists in the usual daily operation of the Transportation Division in that it is immediately necessary to enter into a contract for an option to purchase Reflective Glass Spheres, 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 Director be and is hereby authorized and directed to enter into two contracts for an option to purchase Reflective Glass Spheres in accordance with Solicitation No. SA000601 as follows:
Swarco Industries (Primary Supplier), Items #1 & 2, Amount: $1.00
Potters Industries ( Secondary Supplier), Item # 1 only, Amount: $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, 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 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.