Explanation
BACKGROUND: This Ordinance is for the option to establish four (4) Universal Term Contracts to purchase Mainline Pipe, valves and Boxes for the Division of Power and Water, the primary user. The pipe, valves and boxes will be used throughout the City of Columbus service area to repair and maintain waterlines. The term of the proposed option contracts would be approximately one (1) year, expiring March 31, 2014, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on December 6, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004689). One hundred six (106) bids were solicited: (M1A-3, F1-2, MBR-4). Five (5) bids were received. One bidder bid only one item, and estimated usage for that item is only two each. Next low bid was only $0.16 higher. There is not enough savings to justify establishment of a contract for such a small dollar amount, so award is recommended to next low bidder.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Dreier & Maller, Inc., MAJ, CC# 34-1681027 expires 05/10/2014, Items 59 and 77, $1.00
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 11/05/2014, Items 12-27, 31, 32, 36-51, 54-58, 60, 61, 63, 65, 66-76, 78, 79 and 81-83, $1.00.
HD Supply Waterworks, MAJ, CC# 03-0550887 expires 11/05/2014, Items 28-30, 33-35 and 80, $1.00.
Site Supply, Inc., MAJ, CC# 31-1350146 expires 03/22/2013, Items 2-11, 52, 53, 62, 64, and 84-86, $1.00.
Total Estimated Annual Expenditure: $300,000.00, Division of Power and Water, the primary user.
The companies are 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 the repair of water lines could potentially be slowed.
FISCAL IMPACT: Funding to establish these option contracts 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 four (4) contracts for the option to purchase Mainline Pipe, Valves and Boxes with Dreier and Maller, Inc., Ferguson Waterworks, HD Supply Waterworks, and Site Supply, Inc.; to authorize the expenditure of $4.00 to establish the contracts from the Mail, Print Services and UTC Fund Account; and to declare an emergency. ($4.00).
Body
WHEREAS, the Division of Power and Water require water mainline pipe, valves and boxes to make repairs on water lines throughout the City of Columbus Service Area; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 13, 2012 and selected the lowest, responsive, responsible and best bidders; 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 Mainline Pipe, Valves and Boxes, 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 an option to purchase Mainline Pipe, Valves and Boxes, 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 be and is hereby authorized to enter into the following contracts for the option to purchase Mainline Pipe, Valves and Boxes in accordance with Solicitation No. SA004689 for a term of approximately one (1) year, expiring March 31, 2014, with the option to renew for one (1) additional year, as follows:
Dreier & Maller, Inc., Items 59 and 77, $1.00
Ferguson Waterworks, Items 12-27, 31, 32, 36-51, 54-58, 60, 61, 63, 65, 66-76, 78, 79 and 81-83, $1.00.
HD Supply Waterworks, Items 28-30, 33-35 and 80, $1.00.
Site Supply, Inc., Items 2-11, 52, 53, 62, 64, and 84-86, $1.00.
SECTION 2. That the expenditure of $4.00 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.