Explanation
The purpose of this ordinance is to authorize the Director of Finance and Management to enter into a purchase order with E.H. Wachs Company for the purchase of two (2) valve maintenance trailers for the Division of Power and Water, Distribution Maintenance.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA003021). Bids were solicited and opened on September 18, 2008. One bid was received from E. H. Wachs Company (MAJ). This bid meets all specifications and an award is recommended to E.H. Wachs Company as the lowest bid received, in the amount of $108,090.00. In order to accept this lower price, waiver legislation is being requested in accordance with Section 329.07 of the Columbus City Code due to an error in pricing by the vendor on Page 5A of the bid document. The actual price being offered is lower, as detailed on an attached quotation submitted by the vendor with their bid. In addition, the vendor included a line stating that the bid was only valid until 11/14/2008; they have agreed to strike this line from their bid. This purchase has been approved by the Fleet Management Division.
The Division of Power and Water Distribution Mainline Section had some recent changes mandated by the EPA requiring them to exercise valves at least one time a year. To meet these requirements, this Section had to hire additional staff. Three - 2 man crews are now trained and in place that will be performing these functions on a regular basis. This equipment that will be used to perform this function is specialized in the fact that it not only hydraulically turns valves, but has vacuum excavation and cleanout capability. Also, due to the many variations of valves encountered, this machine has a wide operating range as it relates to valve size and depth reach. By purchasing these units, the crews will have an all-in-one tool and will not have to transport three separate pieces of equipment out to the job-site each day.
SUPPLIER: E.H. Wachs Company, CC# 36-1920320, expires 5/15/2009. They do not have MBE/FBE status.
FISCAL IMPACT: This ordinance is contingent upon the passage of Ordinance Number 1661-2008 transferring appropriations within the Water System Operating Fund.
$ 54,045.00 was expended for valve maintenance trailers during 2007.
$ 0.0 was expended for valve maintenance trailers during 2006.
Title
To authorize the Director of Finance and Management to enter into a purchase order with E.H. Wachs Company for the purchase of two (2) Valve Maintenance Trailers for the Division of Power and Water, to waive the provisions of competitive bidding, and to authorize the expenditure of $108,090.00 from the Water System Operating Fund. ($108,090.00)
Body
WHEREAS, the Purchasing Office opened formal bids on September 18, 2008 for the purchase of two (2) Valve Maintenance Trailers for the Division of Power and Water, Distribution Maintenance, and
WHEREAS, the Division of Power and Water recommends an award to be made to the lowest bidder E.H. Wachs Company. Waiver of competitive bidding in accordance with Section 329.27 of the Columbus City Code is being requested due to an error in pricing on Page 5A of the bid document, and
WHEREAS, a purchase order will be issued by the Finance Department, Purchasing Office in accordance with the terms, conditions and specifications of Solicitation Number: SA003021 on file in the Purchasing Office; now, therefore
BE IT ORADINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to establish a purchase order with E.H. Wachs Company for the purchase of two (2) valve maintenance trailers for the Division of Power and Water, in accordance with specifications on file in the Purchasing Office.
SECTION 2. This ordinance is contingent upon the passage of Ordinance Number 1661-2008.
SECTION 3. That to pay the cost thereof, the expenditure of $108,090.00, or as much thereof as may be needed, is hereby authorized from Water Works Fund 600, Department 60-09, Object Level One 06, as follows:
OCA
Code OBL 3 Amount
602722 6651 54,045.00
602730 6651 54,045.00
Grand Total $108,090.00
SECTION 4. That this Council finds it in the best interest to waive the provisions of competitive bidding in accordance with Columbus City Code Section 329.27.
SECTION 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.