Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract for Allis Chalmers Pump Parts for the Division of Water, the sole user. This contract will provide for purchase of replacement parts for eight different models of Allis Chalmers sludge pumps in use by the Division of Water. The term of the proposed option contract would be approximately two years, expiring April 30, 2015, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on March 28, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004822). Seventy (70) bids were solicited: (M1A-0, F1-1, MBR-1). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Henry P. Thompson Company, MAJ, CC# 31-0515994 expires 11/15/2014 , Items 1-56, $1.00
Total Estimated Annual Expenditure: $40,000.00, Division of Water, the sole user
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.
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 water services may be negatively impacted.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Allis Chalmers Pump Parts with The Henry P. Thompson Company; to authorize the expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Fund Account; and to declare an emergency. ($1.00).
Body
WHEREAS, Allis Chalmers Pump Parts are utilized by Division of Water for repair and maintenance of eight different models of Allis Chalmers sludge pumps in use; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 28, 2013 and selected the overall lowest, responsive, responsible and best bidder; 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 maintain a supply of Allis Chalmers Pump Parts, 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 a contract for the option to contract for Allis Chalmers Pump Parts, 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 is hereby authorized to enter into the following contract for the option to purchase Allis Chalmers Pump Parts in accordance with Solicitation No. SA004822 for a term of approximately two years, expiring April 30, 2015, with the option to renew for one (1) additional year, as follows:
The Henry P. Thompson Company, Items 1-56, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund, 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 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.