Explanation
Need: The Columbus Health Department has a need to purchase an additional storage shed for the safe-keeping of chemicals that are used by its Environmental Health Division, primarily for the Rodent and Vector Control Programs. Because it was anticipated that bids for a new storage shed would not exceed $20,000, an informal bid process was done through the City's Vendor Services webpage via Solicitation No. SO030070. All fifteen vendors registered with the City's Purchasing Office for commodity code 15518, storage buildings, were solicited for a bid. The request for bids was posted on September 26, 2008, and closed on October 8, 2008.
The following is a summary of the two bids that were received:
Bid Vendor Contract Compliance No. Expiration Date
$23,056.00 Safety Storage, Inc. 77-0098725 10/22/10
$28,562.00 US Chemical Storage LLC 56-2109249 Inactive
This capital fund purchase is being awarded to Safety Storage, Inc., in the amount of $23,056 as the lowest, responsive, responsible bidder. The Health Department believes it has performed its due diligence in soliciting bids, according to Columbus City Codes, Section 329.07, however, the bid amounts received exceeded the $20,000 limit. Because of this and that the only part of the Columbus City Codes that was not adhered to is that the bid was not published in the City Bulletin, the Health Department would like to accept the quotes from the informal bid. As such, this legislation waives the competitive bidding provisions of Chapter 329.
Because the bids received are only valid for 60 days from the bid closing date, this legislation is submitted as an emergency. The total amount of this expenditure is $23,056.00.
Fiscal Impact: Monies are available for this purchase within the Voted 1999, 2004 Health Department Bonds Fund, Fund No. 706, and are provided for in the 2008 Capital Improvements Budget.
Title
To authorize and direct the City's Finance and Management Director to establish a purchase order with Safety Storage, Inc., for the purchase of a chemical storage shed for the Health Department; to authorize an expenditure of $23,056.00 from the Voted 1999, 2004 Health Department Bonds Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($23,056.00)
Body
WHEREAS, the Health Department has a need for an additional storage shed for the safe-keeping of chemicals that are used by its Environmental Health Division, primarily for the Rodent and Vector Control Programs; and,
WHEREAS, because it was anticipated that bids for a new storage shed would not exceed $20,000, an informal bid process was done through the City's Vendor Services webpage via Solicitation No. SO030070; and,
WHEREAS, all fifteen vendors registered with the City's Purchasing Office for commodity code 15518, storage buildings, were solicited for a bid; and,
WHEREAS, the two bids received exceed the $20,000, limit for informal bids, nevertheless, the Health Department believes it has performed its due diligence in soliciting bids in accordance with Columbus City Codes, Section 329.07, since the only part of the Columbus City Codes that was not adhered to is that the bid solicitation was not published in the City Bulletin; and,
WHEREAS, because the formal bid process was not followed, it is necessary to waive the competitive bidding provisions of Chapter 329; and,
WHEREAS, an emergency exists in the daily operations of the Department of Health in that it is immediately necessary to enter into a contract for the purchase of a storage shed for the Health Department for the immediate preservation of the public peace, property, health, safety and welfare: Now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized and directed to establish a purchase order in the amount of $23,056 with Safety Storage, Inc., for the purchase of a chemical storage shed for the Health Department.
SECTION 2. That the expenditure of $23,056.00 is hereby authorized from the Voted 1999, 2004 Health Department Bonds Fund, Fund No. 706, Project No. 570053-100000, Department of Health, Department No. 50, Object Level One 06, Object Level Three 6640, OCA No. 501713.
SECTION 3. That in accordance with Chapter 329 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Chapter 329 of the Columbus City Codes be and are hereby waived.
SECTION 4. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 6. That for the reasons 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 approved nor vetoes the same.