Explanation
BACKGROUND: This ordinance authorizes the option to purchase Wood Utility Poles for the Department of Public Utilities, Division of Power and Water (Power). The term of the proposed option contract will be through December 31, 2012 with the option to extend three additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA004142. The Purchasing Office opened formal bids onNovember 3, 2011. These items are to provide Wood Utility Poles for use in new pole installations and maintenance for day-to-day operations.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004142). Twenty seven bids were solicited (MAJ: 26; F1: 1); Five 5 (MAJ: 5) bids were received.
The companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
The Purchasing Office is recommending award of two contracts to the lowest, responsive, responsible and best bidders:
Brown Wood Preserving Company, CC#610974083, exp. March 23, 2012
McFarland Cascade Holdings, Inc. CC#911277142, exp. March 30, 2012
Total Estimated Annual Expenditure: $80,000.00
This ordinance is being submitted as an emergency because without emergency action this hardware will not be available to install electric poles and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into two contracts for the option to purchase Wood Utility Poles from McFarland Cascade Holdings, Inc. and Brown Wood Preserving Company to authorize the expenditure of two dollar to establish contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 3, 2011 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contract for the Department of Public Utilities to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Wood Utility Poles are available and supplied without interruption for installation throughout the city, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities/ Division of Power and Water (Power) in that it is immediately necessary to enter into two contracts for the option to purchase Wood Utility Poles 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 two contracts for the option to purchase Wood Utility Poles for use in installations in the City of Columbus for the term ending December 31, 2012 with the option to extend for three additional one year periods in accordance with Solicitation No. SA004142 as follows:
McFarland Cascade Holdings, Inc., Items: 1, 2, 3, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, and 21. Amount: $1.00.
Brown Wood Preserving Company, Items 4, 5, 6, and 7. Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the 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.
SECTION3. 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.