City of Columbus - File #: 0185-2009

• File #: 0185-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 2/3/2009
• In control: Finance & Economic Development Committee
• On agenda: 2/23/2009
• Final action: 2/25/2009
• Title: To authorize and direct the Finance and Management Director to enter into three (3) contracts for the option to purchase PVC Pipe, Fittings, Couplings and Storm Drainage Pipe with Discount Drainage Supplies of Columbus, Ferguson Waterworks and Site Supply, Inc., to authorize the appropriation and expenditure of $3.00 to establish the contracts from the Mail, Print Services and UTC Fund Account, to waive formal competitive bidding requirements, and to declare an emergency. ($3.00).

Date	Ver.	Action By	Action	Result
2/25/2009	1	CITY CLERK	Attest
2/24/2009	1	MAYOR	Signed
2/23/2009	1	Columbus City Council	Approved	Pass
2/23/2009	1	COUNCIL PRESIDENT	Signed
2/9/2009	1	CITY ATTORNEY	Reviewed and Approved
2/9/2009	1	Finance Drafter	Sent to Clerk's Office for Council
2/6/2009	1	ODI DIRECTOR	Reviewed and Approved
2/6/2009	1	Finance - Purchasing Drafter	Sent for Approval
2/6/2009	1	Auditor Reviewer	Contingent
2/6/2009	1	CITY AUDITOR	Reviewed and Approved
2/6/2009	1	Finance Drafter	Sent for Approval
2/5/2009	1	Finance - Purchasing Drafter	Sent for Approval
2/5/2009	1	EBOCO Reviewer	Sent for Approval
2/4/2009	1	Finance Reviewer	Reviewed and Approved
2/4/2009	1	FINANCE DIRECTOR	Reviewed and Approved
2/3/2009	1	Finance - Purchasing Drafter	Sent for Approval
2/3/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved

Explanation

BACKGROUND: For the option to establish three (3) UTC contracts for PVC Pipe, Fittings, Couplings & Storm Drainage Pipe for the Division of Sewerage and Drainage, the primary user. The term of the proposed option contracts would be two (2) years, expiring March 31, 2011, with the option to renew for one (1) additional year.

The Purchasing Office originally opened formal bids on January 15, 2009. The City advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA003138). Fifty-three (53) bids were solicited: (M1A-1, F1-2, MBR-1). Five (5) bids were received. As advertised, the bid contained 7 different categories and bid language allowed for award of an entire category with primary and secondary awards to ensure the availability of a back up vendor in the event emergency repairs are necessary. It is recommended that the City waive the competitive bidding procedure to allow for award for Category 1 to Discount Drainage. The vendor did not bid on one item from Category 1 which, in accordance with bid specifications would make them ineligible for award. However, a potential savings of 30% for these items is too significant to not award Discount Drainage the primary award as bid. The remaining bid categories are all to be awarded to the lowest bidders.

The Purchasing Office is recommending award to the lowest, responsible and best bidders as follows:

Discount Drainage Supplies of Columbus, MAJ, CC# 31-1231981 expires 05/15/2010, $1.00, Primary Award Category 1 Items 1-9 only and Category 6 all items, Secondary award Category 3 all items.
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 08/27/10, $1.00, Primary Award Category 3 all items, Secondary Award Category 1 all items, Category 2, Items 11-66 and 68-86, Category 4 all items, Category 5 all items and Category 6 all items.
Site Supply, Inc., MAJ, CC# 31-1350146 expires 3/20/09, $1.00, Primary Award Category 2 Items 11-15, 17-66, 68-86, Categ...