City of Columbus - File #: 2186-2005

• File #: 2186-2005
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 12/15/2005
• In control: Administration Committee
• On agenda: 1/23/2006
• Final action: 1/25/2006
• Title: To authorize and direct the Finance and Management Director to enter into a contract for an option to purchase Fire Protection Equipment Maintenance, with Silco Fire Protection, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
1/25/2006	1	CITY CLERK	Attest
1/24/2006	1	MAYOR	Signed
1/23/2006	1	Columbus City Council	Approved	Pass
1/23/2006	1	COUNCIL PRESIDENT	Signed
1/4/2006	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
12/29/2005	1	CITY ATTORNEY	Reviewed and Approved
12/28/2005	1	Auditor Reviewer	Reviewed and Approved
12/28/2005	1	CITY AUDITOR	Reviewed and Approved
12/28/2005	1	Finance - Purchasing Drafter	Sent for Approval
12/27/2005	1	Finance - Purchasing Drafter	Sent for Approval
12/23/2005	1	ODI DIRECTOR	Reviewed and Approved
12/19/2005	1	EBOCO Reviewer	Reviewed and Approved
12/16/2005	1	FINANCE DIRECTOR	Reviewed and Approved
12/15/2005	1	Finance - Purchasing Drafter	Sent for Approval
12/15/2005	1	FINANCE DIRECTOR	Reviewed and Approved

Explanation

BACKGROUND: For the option to purchase Fire Protection Equipment Maintenance for Facilities Management Division, the largest user. The term of the proposed option contract would be through December 31, 2007 with the option to extend for one additional year.

The Purchasing Office solicited one hundred (100) vendors for the purchase Fire Protection Equipment Maintenance (SA001553). Of those solicited, six (6) had certified MBE status and none (0) had certified FBE status. The formal bid opened March 3, 2005. There were five proposals received (MBE:0; FBE:0).

All proposals were deemed non-responsive due to not meeting various specifications. The Facilities Management Division requested that SA001553 be cancelled.

The Purchasing Office previously opened SA001033 with no resulting contract. Since two formal bid proposals have yielded unacceptable results and time is of the essence, the Facilities Management Division is requesting that the proposal from Silco Fire Protection be considered on an informal basis and a contract established as they are the lowest responsible and best bid.

Silco Fire Protection offered the lowest overall cost for the various maintenance requests covered by the contract.

The Purchasing Office is recommending award of a contract to the lowest responsible and best bidder:
Silco Fire Protection, MAJ, CC#310620191
Estimated Annual Expenditure: $40,000.00

The company is not debarred according to the Excluded Party Listing System of the Federal Government. 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. All City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
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