Explanation
BACKGROUND: For the option to purchase Line Locating Equipment for the Division of Sewerage and Drainage, Line Locating Section, the City's largest user. This equipment is used for locating water, sewer and power lines. The term of the proposed option contract would be two (2) years, expiring June 30, 2015, with the with the option to renew for one (1) additional year, upon the mutual agreement of both parties. The Purchasing Office opened formal bids on May 9, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004930. Sixty-one (61) bids were solicited (MBR-1, M1A-2, F1-1, AS1-1). One (1) bid was received. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
C & S Solutions, Inc.: CC#31-1812544 (Expires 11/01/13)
Total Estimated Annual Expenditure: $40,000.00
This company is not debarred according to the Excluded Party Listing or the State Auditor's Finding for Recovery Database.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services and UTC Fund. All City Agencies will be required to obtain approval to expend from their own appropriations for the estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase Line Locating Equipment for various city agencies; to authorize the expenditure of $1.00 to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 9, 2013, and selected the lowest responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objectives of: 1) maximizing the use of City resources by obtaining original 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 effective maintain their supply chain and service to the public; and
WHEREAS, because this line locating equipment is utilized for locating water, sewer and power lines for the Division of Sewerage and Drainage, Line Locating Section, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase line locating equipment, 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 & Management Director be and is hereby authorized and directed to enter into the following contract for the option to purchase Line Locating Equipment for a period of two (2) years, expiring June 30, 2015, with the option to renew for one (1) additional year, upon the mutual agreement of both parties, in accordance with Solicitation No. SA004930 as follows:
C & S Solutions, Inc.: All Line Items #1-8. Amount: $1.00.
SECTION 2: That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Account, Organizational 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 not vetoes the same.