Explanation
BACKGROUND: For the option to purchase Process Control Computer Systems Maintenance for the Division of Water, the largest user. The term of the proposed option contract (UTC) would be for three years, with the option to renew for two(2) additional one year term(s). Contract is through June 30, 2008. The Purchasing Office opened formal bids on April 28, 2005. This legislation is being submitted as waiver legislation because the Contractor submitted Terms and Conditions with their quote. Language acceptable to both parties was negotiated. The company nor its principal is listed in the State of Ohio's Unresolved Findings for Recovery nor in the Federal Government's Excluded Parties List.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA00001599JY). One bid was received: (REG:121) bids solicited; (REG: 1) bid received, (M1A: 15) bids solicited; (M1A: 0) bids received, (F1: 0) bids solicited; (F1: 0) bids received
Purchasing Office is recommending award of the contract to:
Telvent USA, Inc., (Reg) Contract compliance 36-4334564, $1.00
Total Estimated Annual Expenditure: $100,000.00
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 this option contract is budgeted in the Purchasing Contract 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 Director to enter into contract for the option to purchase Process Control Computer Systems Maintenance with Telvent USA, Inc., to waive the provisions of competitive bidding, and to authorize the expenditure of $1.00 to establish a contract (UTC) from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 28, 2005 and selected the lowest bid; and
WHEREAS, this ordinance addresses procurement 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 is being submitted for consideration as an emergency measure because the Division of Water needs to purchase Process Control Computer Systems Maintenance as quickly as possible to ensure uninterrupted service; and
WHEREAS, the City and the contractor negotiated terms and conditions acceptable to both parties so this legislation is being submitted as waiver legislation according to the provisions of Chapter 329.27 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water in that it is immediately necessary to enter into a contract(s) for an option to purchase Process Control Computer Systems Maintenance, thereby preserving the public health, peace, property, safety, and welfare; now, therefore; and
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 the following contract for an option to purchase Process Control Computer Systems Maintenance in accordance with Solicitation No. SA 001599JY as follows:
Telvent USA, Inc: All Items: Amount: $1.00
SECTION 2. That the expenditure of $1.00 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 in accordance with Section 329.27 of the Columbus City Codes, the Columbus City Council finds it in the best interest of the City to waive formal competitive bidding requirements as they pertain to the action authorized in Section 1 of this ordinance and that Section 329.06 of the Columbus City Codes is hereby waived.
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.