City of Columbus - File #: 0054-2006

• File #: 0054-2006
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 1/3/2006
• In control: Utilities Committee
• On agenda: 2/13/2006
• Final action: 2/15/2006
• Title: To authorize and direct the Finance and Management Director to enter into a contract for an option to Purchase Grit Collector Parts with E & I Corporation, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, to waive competitive bidding requirements, and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
2/15/2006	1	CITY CLERK	Attest
2/14/2006	1	MAYOR	Signed
2/13/2006	1	Columbus City Council	Approved	Pass
2/13/2006	1	COUNCIL PRESIDENT	Signed
2/3/2006	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
2/2/2006	1	ODI DIRECTOR	Reviewed and Approved
2/2/2006	1	Finance - Purchasing Drafter	Sent for Approval
2/2/2006	1	Auditor Reviewer	Contingent
2/2/2006	1	CITY AUDITOR	Reviewed and Approved
2/2/2006	1	Finance - Purchasing Drafter	Sent for Approval
2/2/2006	1	CITY ATTORNEY	Reviewed and Approved
2/1/2006	1	EBOCO Reviewer	Reviewed and Approved
1/27/2006	1	Finance - Purchasing Drafter	Sent for Approval
1/25/2006	1	FINANCE DIRECTOR	Reviewed and Approved
1/25/2006	1	FINANCE DIRECTOR	Reviewed and Approved
1/23/2006	1	Finance - Purchasing Drafter	Sent for Approval
1/3/2006	1	Finance - Purchasing Drafter	Sent for Approval

Explanation

BACKGROUND: For the option to purchase Grit Collector Parts for the Division of Sewerage and Drainage, the biggest user. The term of the proposed option contract would be two years, ending May 31, 2008, with the option to extend for one year.

The Purchasing Office solicited 37 vendors for the purchase of Grit Collector Parts (SA001812). Of those solicited, one had certified M1A status and none had certified F1 status. The formal bid opened November 10, 2005. There were two proposals received (REG:2).

Of the two bids received, E & I Corporation was the apparent low bidders on Items 1-5, and Fairfield Service Company was the apparent low bidder on Items 6 & 7. However, the bid from E & I Corporation contained a clerical error in pricing and the parts quoted by Fairfield Service Corporation for Items 6 & 7 did not meet specifications and are unacceptable. The Purchasing Office rejected both bids and gave both bidders the opportunity to correct their bid and have their proposals considered on an informal basis. E & I Corporation did submit pricing clarification as required; however, Fairfield Service Corporation is unable to bid Items 6 & 7 as specified. The Division of Purchasing is recommending award of a contract to the lowest, responsible, and best bidder: E & I Corporation, MAJ, CC #310884304, for all items. Estimated Annual Expenditure: $60,000.00

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 Purchasing Contract Account. The Division of Sewerage and Dr...