Explanation
BACKGROUND: For the option to purchase Electrical System Monitoring and Repair Services with Dymax Service Inc., for the Department of Public Utilities, the largest user, and for all city agencies. The term of the proposal option contract would be through May 31, 2007 with the option to renew for one additional year, through May 31, 2008. The Purchasing Office opened formal bids on March 10, 2005. This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
The Purchasing Office advertised and solicited competitive proposals in accordance with Section 329.06, Solicitation No. SA001548. Nine bids were received (100 MAJ and 2 FBE bids were solicited; 9 MAJ bids were received.
Purchasing Office is recommending award of a contract to the only responsive bidder. This bidder did not respond to all items in the bid, but as the only responsive bidder, the recommendation is to award them the items bid, which are: 12, 13 and 22-29. The other eight bids were deemed non-responsive as the bids submitted did not conform in all material respects to the requirements set forth in the invitation for bids.
Dymax Service, Inc., MAJ, CC#141838858, $1.00.
Total Estimated Annual Expenditure: $142,000.00
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. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into a contract for the option to purchase Electrical Systems Monitoring and Repair Services with Dymax Service, Inc, to authorize the expenditure of $1.00 to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 10, 2005 and selected the lowest, most responsive bidder; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to establish a supply matrix as soon as possible for these needed supplies/services, this is being submitted for consideration as an emergency measure; and
WHEREAS, in order to ensure services are available for the monitoring and repair of electrical equipment in City plants operated by the Department of Public Utilities, thereby eliminating or minimizing down-time or reduced productivity in providing citizens services, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Public Utilities Department in that it is immediately necessary to enter into a contract(s) for an option to purchase Electrical System Monitoring and Repair Services, to comply with City policies and regulations, and thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Electrical System Monitoring and Repair Services in accordance with Solicitation No. SA001548 as follows:
Dymax Services, Inc, Items 12-13, and 22-29, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.