Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Finance and Management to establish a Universal Term Contract (UTC) for the option to purchase Powdered Activated Carbon with Donau Carbon US LLC ("Vendor"). The Division of Water is the sole user of Powdered Activated Carbon, used as a taste and odor control agent for potable water at two (2) City of Columbus water plants. The term of the proposed option contract would be approximately three (3) years, expiring March 31, 2027, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on November 30, 2023. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ026332). Four (4) bidders submitted pricing and a total of five (5) samples for consideration. Extensive laboratory testing is conducted on samples of material bid to determine its’ effective value.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Donau Carbon US LLC, CC# 031693 expires 1/22/26, All Items, $1.00
Total Estimated Annual Expenditure: $956,000, Division of Water, the sole user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because this is vital material for treatment of potable water and the current contract will expire March 31. 2024.
The company is 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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253. 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 contract with Donau Carbon US LLC for the option to purchase Powdered Activated Carbon; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Powdered Activated Carbon UTC will provide for the purchase of materials used to control taste and odor of potable water; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 30, 2023 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 to maintain a reliable source for this material for treatment of potable water and the current contract will expire March 31, 2024, in that it is necessary to authorize the Director of the Department of Finance and Management to immediately enter into a Universal Term Contract with Donau Carbon US LLC for the option to purchase Powdered Activated Carbon, for the immediate preservation of the public health, peace, 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 contract for the option to purchase Powdered Activated Carbon in accordance with Request for Quotation RFQ026332 for a term of approximately three (3) years, expiring March 31, 2027, with the option to renew for one (1) additional year, as follows, contingent upon the Vendor being authorized to transact business in the State of Ohio:
Donau Carbon US LLC, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253 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.