Explanation
BACKGROUND: For the option to purchase Steel Products for the Division of Water, the largest user, and for other City agencies as needed. The term of the proposal option contract would be approximately three years. Contract is through September 30, 2007. The Purchasing Office opened formal bids on July 29, 2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001208). Bids solicited: 113: (MAJ: 108, MBE: 3, and FBE:2). Bids received: 4 (MAJ: 4).
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidder as follows:
Benjamin Steel Company, Inc., MAJ, CC# 310853024, All Items, obligations for last 12 months were $105,000.00.
Lapham Steel may have submitted a lower numerical bid. Specifications required that any and all discounts are set within the price structure. The prices would be the base price or lowest price point. Lapham's price structure mentioned on proposal page did not have pricing information with the bid. Since price structure was not included in the bid, the bid could not be evaluated in total and was declared non-responsive. Fortin Welding may have submitted lower numerical pricing on the scenerios noted on proposal page, but no percentage discount percentage was offerred - the bid just noted "N/A"on the line item requesting discount/percentage structure applied. Since price structure was not included in the bid, the bid could not be evaluated in total and was declared non-responsive.
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.
The company is not debarred according to the Excluded Party Listing System of the Federal Government.
The company is not listed with the Auditor of State for unresolved findings.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into a contract for the option to purchase Steel Products with Benjamin Steel Company, Inc. to authorize the expenditure of $1.00 to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 29, 2004, and selected the most responsive, responsible and best bids; 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 establish a supply matrix as soon as possible for these needed supplies/services, 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 contracts for an option to purchase Steel Products, 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 Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Steel Products in accordance with Solicitation No. SA 001208 as follows:
Benjamin Steel Products, Inc. for all Items, Amount: $1.00.
SECTION 2. That the expenditure of $ 1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. 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.