Explanation
BACKGROUND: For the option to establish a UTC contract for Basin Collector Parts for the Division of Power and Water, the sole user. The replacement parts are required for equipment used in the process to remove particles in the treatment of clean drinking water at various water treatment plants within the Columbus metropolitan area . The term of the proposed option contract would be three (3) years, expiring July 31, 2014, with the option to renew for one (1) additional year.
The Purchasing Office originally opened formal bids on July 7, 2011. The City advertised and solicited competitive bids in accordance with Section 329.06, Solicitation No. SA004008. Twenty-one (21) bids were solicited: (M1A-0, F1-0, MBR-0). No bids were received on time, but one attempted bid was received in the Purchasing Office after the bid opening from Siemens Industry, Inc., which has since been reviewed the Division of Power and Water on an informal basis. This sole response did not bid on all items so the Purchasing Office will utilize the informal bidding process if a need arises for those items not being awarded. It is recommended that the City waive the competitive bidding procedure to allow for award to Siemens Industry, Inc., who is a previous contract holder for these items.
The Purchasing Office is recommending award to the lowest, responsible and best solicitation response as follows:
Siemens Industry, Inc., MAJ, CC# 13-2762488 expires 04/07/2013, $1.00, Items 1-19, 28-39, and 43-53 only.
Total Estimated Annual Expenditure: $100,000.00, Division of Power and Water, the sole user.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. 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 contracts is budgeted in the Mail, Print Services and UTC Fund Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter a contract for the option to purchase Basin Collector Parts with Siemens Industry, Inc.; to authorize the expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Fund Account; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($1.00)
Body
WHEREAS, the Division of Power and Water has a need for Basin Collector Parts for equipment used in the treatment process to provide clean drinking water for the citizens within the City of Columbus service area; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 7, 2011 and no bids were received; and
WHEREAS, it is necessary to waive bidding requirements in order to accept a solicitation response received after the bid opening date; 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, in order to maintain a supply of Basin Collector Parts, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Basin Collector Parts, 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 Basin Collector Parts in accordance with Solicitation No. SA004008 until July 31, 2014 with the option to renew for one (1) additional year, as follows:
Siemens Industry, Inc., Items 1-19, 28-39 and 43-53 only, Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund 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 Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 4. That for the reason stated in the preamble hereto, 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.