Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Hitachi Maxco Sludge Collector Parts with Bearing Distributors, Inc. The Department of Public Utilities, Division of Sewerage and Drainage is the sole user for these supplies. The sludge collector parts are used for the sludge settling system at the Southerly Waste Water Treatment plant. The term of the proposed option contract would be approximately two (2) years, expiring October 31, 2026, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on March 7, 2024. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.18 relating to competitive bidding (Request for Quotation No. RFQ026869). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Bearing Distributors Inc., CC# 006400 expires 1/8/2026, all items, $1.00
Total Estimated Annual Expenditure: $75,000.00, Division of Sewerage and Drainage, primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the current contract expired October 31, 2023.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Director of the Department of Finance and Management to enter into a Universal Term Contract for the option to purchase Hitachi Maxco Sludge Collector Parts with Bearing Distributors, Inc; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Hitachi Maxco Sludge Collector Parts UTC will provide for the purchase of needed parts for the sludge settling system at the City’s waste water treatment plants; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 7, 2024 and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that the contract expired October 31, 2023, it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Hitachi Maxco Sludge Collector Parts with Bearing Distributors, Inc., for the immediate preservation of the public peace, health, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management is hereby authorized to enter into the following Universal Term Contract for the option to purchase Hitachi Maxco Sludge Collector Parts in accordance with Request for Quotation RFQ026869 for a term of approximately two (2) years, expiring October 31, 2026, with the option to renew for one (1) additional year, as follows:
Bearing Distributors, Inc., All items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
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.