Explanation
BACKGROUND: For the option to establish two (2) UTC contracts to purchase Small Electric Motors for various City of Columbus agencies and the Division of Sewerage and Drainage, the largest user. The term of the proposed option contracts would be two (2) years, expiring May 31, 2012, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on February 25, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003500. Forty-four (44) bids were solicited (MBR-2, M1A-1, F1-1). Five (5) bids were received. The solicitation consists of catalog bids for various motor manufacturers. The Purchasing Office is recommending awarding to the lowest, responsive, responsible and best bidders, as follows:
Applied Industrial Technologies, Inc.: lowest responsive bid, Items #3, 8, 16, 22 and 23; CC#34-0117420 (Expires 01/15/11); $1.00
GD Supply Inc., dba Johnstone Supply: lowest responsive bid, Items # 1, 4, 5, 9, 10, 11, 12, 13, 14, 17, 20 and 24; CC#31-1114455 (Expires 07/29/11); $1.00
There will be no awards for Items 2, 6, 15, 18 and 19, as no bids were offered. Additionally, there will be no award for Line 21 as there was only 1 bid on that line item and the Vendor's bid was non-responsive.
Total Estimated Annual Expenditure: $25,000.00, various agencies. The Division of Sewerage and Drainage is the largest user.
The companies are not debarred according to the Excluded Party Listing or the State Auditor's Finding for Recovery Database.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services and UTC Fund. The Division of Sewerage and Drainage and all other City Agencies will be required to obtain approval to expend from their own appropriations for the estimated annual expenditures.
Title
To authorize and direct the Finance Management Director to enter into two (2) contracts for the option to purchase Small Electric Motors with Applied Industrial Technologies and GD Supply Inc., dba Johnstone Supply; and to authorize the expenditure of $2.00 to establish the contracts from the Mail, Print Services and UTC Fund. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 25, 2010 and selected the lowest responsive, responsible and best bidders; 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 effectively maintain their supply chain and service to the public; and
WHEREAS, because there is a need to maintain a supply of Small Electric Motors for the Sewerage and Drainage Division, and all other City Agencies; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Finance & Management Director be and is hereby authorized and directed to enter into the following contracts for the option to purchase Small Electric Motors in accordance with Solicitation No. SA003500 as follows:
Applied Industrial Technologies, Inc., Items #3, 8, 16, 22 and 23, $1.00
GD Supply Inc., dba Johnstone Supply: Items # 1, 4, 5, 9, 10, 11, 12, 13, 14, 17, 20 and 24, $1.00
SECTION 2: That the expenditure of $2.00 is hereby authorized from the Main, Print Services & UTC Account, Organizational Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3: That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.