Explanation
BACKGROUND: For the option to purchase Wemco Pump Parts for the Sewerage and Drainage Division, the largest user. The term of the proposed option contract would be two years, with an option to renew for one (1) additional year if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000471). One hundred twenty-five (MAJ:121, MBE:2, FBE:2) bids were solicited; two (MAJ:1, MBE:1) bids received. The lowest bidder was deemed non-responsive because they included a provision of "FOB shipping point", meaning that the cost of freight and insurance would be added to the cost of the items and that the City would take title to the equipment at the point of shipment. Further, the bidder did not provide the freight estimate and full value insurance cost. As such, it fails to meet the specification requirement of stating either delivery terms of "FOB destination" or providing full freight and insurance costs with the bid.
The Purchasing Office is recommending award of a contract to the lowest responsive, responsible and best bidder:
Envirotech Pumpsystems, Inc. dba Weir Speciality Pumps, CC#87-0529231
Estimated Annual Expenditure: $45,000.00
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 this option contract is budgeted in the Purchasing Contract Account. The Sewerage and Drainage Division 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 an option to purchase Wemco Pump Parts, with Envirotech Pumpsystems, Inc. dba Weir Speciality Pumps, to authorize the expenditure of one dollar 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 3, 2003 and selected the lowest responsive, responsible and best bid; 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, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Wemco 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Wemco Pump Parts in accordance with Solicitation No. SA000471 as follows:
Envirotech Pumpsystems, Inc. dba Weir Speciality Pumps, Item(s): 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: 05-516, Object Level 3: 2270, OCA: 451120, 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.