Explanation
BACKGROUND: For the option to purchase Pre-Cast Concrete Products & Manholes for the biggest user, the Division of Sewerage and Drainage. The term of the proposed option contracts would be from the date of execution for two (2) years, ending May 31, 2008, with the option to extend for one additional year.
The Purchasing Office solicited 61 vendors for the purchase of Pre-Cast Concrete Products & Manholes (SA001875). Of those solicited, 6 had certified MBE status and 1 had certified FBE status. The formal bid opened January 26, 2006. There were three proposals received (MBE:0; FBE:0).
One responsive bid was received for Groups 2, 3 & 4 from Rinker Materials. Two bids were received for Group 1 and both were deemed non-responsive as they failed to bid on all 8 items, as required in the specifications. Both bids were rejected and considered on an informal basis. Award is recommended to the overall lowest and best bidder for that Group, KOI Pre-Cast Concrete Products.
The Purchasing Office is recommending award of two contracts to the lowest, responsible and best bidders:
KOI Pre-Cast Concrete Products, MAJ, Group 1, CC#61-1143644
Rinker Materials, MAJ, Groups 2, 3, & 4, CC#84-0528519
Total Estimated Annual Expenditure: $40,000.00
The companies are 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 these option contracts are budgeted in the Purchasing Contract Account. The Division of Sewerage and Drainage will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into two contracts for the option to purchase Pre-Cast Concrete Products and Manholes with KOI Pre-Cast Concrete Products, Inc. and Rinker Materials, to authorize the expenditure of two dollars to establish the contracts from the Purchasing Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 26, 2006; and
WHEREAS, Rinker Materials was the sole, lowest, responsive and best bid received for Groups 2, 3 & 4; and,
WHEREAS, both bids received for Group 1 were deemed non-responsive, the City is considering the proposals on an informal basis, and KOI Pre-Cast Concrete Products was the overall lowest and best bid received for Group 1; and,
WHEREAS, this ordinance addresses Purchasing 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, in order to avoid a lapse in our ability to purchase Pre-Cast Concrete Products and Manholes, this is being submitted for approval 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 two contracts for the option to purchase Pre-Cast Concrete Products and Manholes, 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 two contracts for the option to purchase Pre-Cast Concrete Products and Manholes in accordance with Solicitation No. SA001875 as follows: KOI Pre-Cast Concrete Products, Group 1 and Rinker Materials, Groups 2, 3 & 4.
SECTION 2. 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 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 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.