Explanation
BACKGROUND: For the option to purchase Lamps/Large Lamps. The term of the proposed option contract would be three (3) years. Contract is through March 31, 2011. The contract may be extended for one (1) additional year subject to mutual agreement by both parties. The Purchasing Office opened formal bids on February 28, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA002806; 37(MAJ:36; FBE:1) bids were solicited; Four (4) (MAJ:4) bids were received. The specifications for this bid were revised to add 15 energy efficient lamps. The bid listed 44 various lamps categorized as 'green lighting' that will be used to standardize lighting in City operations and street lights as well as provide energy savings.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders as follows:
Consolidated Electrical Distributors (CED) CC# 770559191 (Expires 8/30/08)
WESCO Distribution, Inc., CC# 251723345 (Expires 3/14/09)
Total Estimated Annual Expenditure: $200,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
The following companies were deemed non-responsive to bid specifications as follows: HP Products, Sec. 4.1 and WESCO Distribution, Inc. - Category# 2, per. Sec. 6.6.1.
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 UTC Fund.
Title
To authorize and direct the Finance & Management Director to enter into two (2) UTC contracts for the option to purchase Lamps/Large Lamps with Consolidated Distributors (CED) and WESCO Distribution, Inc, to authorize the appropriation and expenditure of two (2) dollars to establish the contracts from the Purchasing UTC Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 28, 2008 and selected the lowest, responsive, responsible and best bids. Four (4) bids were received; and
WHEREAS, in keeping with the Environmental Preference Code energy efficient lamps were specified; and
WHEREAS, this ordinance addresses 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into one (1) contract for an option to purchase Lamps/Large Lamps to ensure uninterrupted supply of materials, 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 and directed to enter into the following contract for an option to purchase Lamps/Large Lamps through March 31, 2011 with the option to extend for one (1) additional year in accordance with Solicitation SA002806; Consolidated Distributors (CED) and WESCO Distribution, Inc.; as follows:
Consolidated Electrical Distributors, Inc.; Awarded Category 1, 2, 4 and 5 - all items; Amount, $1.00.
WESCO Distribution, Inc.; Awarded Category 3 - all items; Amount, $1.00.
SECTION 2. That the appropriation and expenditure of $2.00 is hereby authorized from Purchasing UTC Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2140, 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.