Explanation
BACKGROUND: For the option to purchase Wood Poles for the Department of Public Utilities, Division of Power and Water (Power). The term of the proposed option contract would be through May 31, 2008. The Purchasing Office opened formal bids on May 17, 2007. The contract may be extended for three additional one year periods, on a year by year basis, subject to mutual agreement by both parties.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002406. Seven bids were solicited (MAJ: 6, FBE: 1); Four (MAJ: 4) bids were received (two from the same company).
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
The Purchasing Office is recommending award of 2 contracts to the lowest, responsive, responsible and best bidders:
Brown Wood Preserving Co., MAJ, CC#61-0974083, Estimated expenditure, $55,000.00 Expires 8/13/2007
McFarland Cascade Holdings, Inc., MAJ, CC#91-1277142, Estimated expenditure, $60,000.00 Expires 7/12/2009
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 these option contracts is budgeted in the Purchasing Contract Account. The Department of Public Utilities will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into two contracts for the option to purchase Wood Poles with Brown Wood Preserving Company and McFarland Cascade Holding, Inc., to authorize the expenditure of two dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 17, 2007 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the 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 the Department of Public Utilities to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure wood utility poles are supplied without interruption to new and existing public utility/electricity projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities/Division of Power and Water (Power) in that it is immediately necessary to enter into contracts for an option to purchase Wood Poles 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 contracts for an option to purchase Wood Poles in accordance with Solicitation No. SA002406 as follows:
Brown Wood Preserving Company, Items: 1-9, Amount: $1.00
McFarland Cascade Holdings, Inc., Items: 10-21, Amount $1.00.
SECTION 3. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
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.