Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract for Hitachi Sludge Collector Parts for the Division of Sewerage and Drainage, the sole user. This contract will provide for the purchase of replacement parts for the sludge settling system at the Southerly Wastewater Treatment Plant. The term of the proposed option contracts would be approximately two years, expiring October 31, 2015, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on June 27, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004989). Twenty-six (26) bids were solicited: (M1A-0, F1-0, MBR-0). Four (4) bids were received.
Applied Industrial was the apparent low bidder on 43 out of 67 items but was deemed non-responsive as they bid materials from an alternate supplier yet failed to provide that information with their bid as required. Tri-State Bearings and Supply was apparent low bidder for 2 out of 67 items, but the potential cost savings of less than $50 doesn't justify splitting the contract with another supplier. The next low responsive bidder, Bearing Distributors, Inc. submitted two bids, one with parts manufactured by Hitachi and the other with parts manufactured by Allied-Locke. The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Bearing Distributors, Inc., MAJ, CC#34-0089320 expires 06/05/2015, Items 1, 2, 6, 8, 11, 14, 15, 17, 18, 20-23, 27, 29, 35, 36, 38-40, 42, 43, 45-53, 56, 58, 59, 62, 63, and 65-67, $1.00.
Bearing Distributors, Inc.- Allied Locke, MAJ, CC# 34-0089320 expires 06/05/2015, Items 3-5, 7, 9, 10, 12, 13, 16, 19, 24-26, 28, 30-34, 37, 41, 44, 54, 55, 57, 60, 61 and 64, $1.00.
Total Estimated Annual Expenditure: $75,000.00, Division of Sewerage and Drainage, 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 valuable public services will be slowed.
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 two (2) contracts for the option to purchase Hitachi Sludge Collector Parts with Bearing Distributors, Inc.; to authorize the expenditure of $2.00 to establish the contracts from the Mail, Print Services and UTC Fund Account; and to declare an emergency. ($2.00)
Body
WHEREAS, Hitachi Sludge Collector Parts are utilized by the Division of Sewerage and Drainage for repairs to the sludge settling system at the Southerly Wastewater Treatment; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 27, 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 Hitachi Sludge Collector 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 purchase Hitachi Sludge Collector 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 be and is hereby authorized to enter into the following contracts for the option to purchase Hitachi Sludge Collector Parts in accordance with Solicitation No. SA004989 for a term of approximately two years, expiring October 31, 2015, with the option to renew for one (1) additional year, as follows:
Bearing Distributors, Inc., Items 1, 2, 6, 8, 11, 14, 15, 17, 18, 20-23, 27, 29, 35, 36, 38-40, 42, 43, 45-53, 56, 58, 59, 62, 63, and 65-67, $1.00
Bearing Distributors, Inc. - Allied Locke, Items 3-5, 7, 9, 10, 12, 13, 16, 19, 24-26, 28, 30-34, 37, 41, 44, 54, 55, 57, 60, 61 and 64, $1.00
SECTION 2. That the expenditure of $2.00 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.