City of Columbus - File #: 2166-2004

• File #: 2166-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 11/22/2004
• In control: Utilities Committee
• On agenda: 12/6/2004
• Final action: 12/9/2004
• Title: To authorize and direct the Finance Director to enter into contracts for the option to purchase Plumbing Supplies with Westwater Supply Corporation, Worly Plumbing Supplies, and Southard Supply, Inc. to authorize the expenditure of $3.00 to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00).

Date	Ver.	Action By	Action	Result
12/9/2004	1	CITY CLERK	Attest
12/7/2004	1	MAYOR	Signed
12/6/2004	1	Columbus City Council	Approved	Pass
12/6/2004	1	COUNCIL PRESIDENT	Signed
11/24/2004	1	Finance - Purchasing Drafter	Sent for Approval
11/24/2004	1	Auditor Reviewer	Reviewed and Approved
11/24/2004	1	CITY AUDITOR	Reviewed and Approved
11/24/2004	1	Finance - Purchasing Drafter	Sent for Approval
11/24/2004	1	CITY ATTORNEY	Reviewed and Approved
11/24/2004	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
11/23/2004	1	EBOCO Reviewer	Reviewed and Approved
11/23/2004	1	ODI DIRECTOR	Reviewed and Approved
11/22/2004	1	Finance Drafter	Sent for Approval
11/22/2004	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved

Explanation

BACKGROUND: For the option to purchase Plumbing Products for the Division of Water, the largest user, and for other City agencies as needed. The term of the proposal option contract would be approximately three years. The proposed contract would run through December 31, 2007.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA 001312). In addition to posting an advertisement for bids on the City Bulletin/City Website, One Hundred and Twenty One (121): (MAJ: 114, and FBE: 7) bidders were solicited. The bidders are solicited in response to completing vendor registration process conducted by the Finance/Purchasing Office. Vendor registration is the City's method of maintaining a database regarding who may be interested in doing business with the City for a particular commodity or service. Once that commodity or service is being bid, any City agency can access the bid mailing information for every company that expressed an interest in doing business with the City. While it is still the potential bidder's responsibility to seek opportunities, this vendor registration method and retrieval enables the City to be more inclusive in its solicitation processes. The Purchasing Office opened formal bids on October 28, 2004 and received five bids: 5 (MAJ: 5).

While there were lower bids originally submitted, the lower bids were nonresponsive as follows: Items 1 and 7 from Westwater Supply had included installation pricing which is not supposed to be bid. Pipe Valves submitted an unsigned incomplete bid proposal. The Finance/Purchasing Office endorses the Plumbing evaluation team's recommendation for three contract award recommendation to the lowest, responsive, responsible and best bidders:


This solicitation was for percentage off catalog pricing. Secondary awards will only be used if primary awarded contractor cannot supply item when item are needed.

Westwater...