Explanation
BACKGROUND: This ordinance authorizes the option to purchase Pole Line Hardware for the Department of Public Utilities, Division of Power and Water (Power). The term of the proposed option contracts will be through March 31, 2014 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA004869. The Purchasing Office opened formal bids on April 18, 2013. Pole Line Hardware is used for power line installations throughout the City of Columbus.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004869). Fifty-four (54) bids were solicited (MAJ: 53, M1A: 1) Three bids were received (MAJ: 3).
Power Line Supply Company was low bidder on Items 9, 18, 23, 24, 32, 34,35, 36, 38, 39, 40, 43, 45, 46, 47, 48, 51, 52, 53, 54, 55, 128, 129, 130, 131, 132, 133, 134, 138, 143, 144, 145, 146,147, 149, 150, 162, 173, 174, 175, 176, 189,190, 191, 192, 193, 194, 195,196, 199, 200, 201, 206, 207, 208, 209, 210, 220, 221, 222, 223, 224, 225, 231, 232, 233, 240, 242, 244, 249, 250, 251, 253, 255, 256, 257, 260, 261, 262, 263, 265, 267, 268, 304, 307 and 310, but was deemed non-responsive as they submitted a Pricing Validity Letter stating pricing was valid through December 31, 2013 only. The contract term is through March 31, 2014. These items are recommended for award to the next low bidder.
Power Line Supply Company was the only bidder submitting pricing on Items 38, 162, 223, 242, 246, 247, 248, 252, 254, 258, 259, 264, 266, 273, 303, 306 and 308, but was deemed non-responsive as they submitted a Pricing Validity Letter stating pricing was valid through December 31, 2013 only. The contract term is through March 31, 2014. These items will be bid informally as needed.
There were no bids for Items #126, 155, 156, 219, 269, 270, 271, 272, 277, 282, 283, 284, 285, 286, 287, 288, 290 and 296. These items will be bid informally as needed.
The Purchasing Office is recommending award of three contracts to the lowest responsive, responsible and best bidders:
Power Line Supply, Company, CC#381783949, exp. 3/20/14. Estimated annual expenditure $60,000.00
Wesco, Inc., CC#251723345, exp. Estimated annual expenditure $35,000.00
Spectrum Power Products, LLC, CC# 26-0281058, exp. 4/18/15, Estimated annual expenditure $15,000.00.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action power line installations will be delayed and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish three option contracts is budgeted in the Mail, Print Services, and UTC Fund. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into three contracts for the option to purchase Pole Line Hardware with Power Line Company, Wesco, and Spectrum Power Products, LLC and to authorize the expenditure of three dollar ($3.00) to establish these contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 18, 2013 and selected the lowest responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Utilities to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Pole Line Hardware is supplied without interruption to support street light installations throughout the city, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities/Division of Power and Water (Power) in that it is immediately necessary to enter into three contracts for the option to purchase Pole Line Hardware 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 and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase Pole Line Hardware for the installation of power lines in the City of Columbus for the term ending March 31, 2014 with the option to extend for two additional one year periods in accordance with Solicitation No. SA004869 as follows:
Power Line Supply Company, Items: 1, 4, 5, 6, 10, 11, 12, 13, 14, 15, 21, 22, 25, 26, 28, 30, 31, 33, 37, 42, 49, 50, 56, 57, 58, 59, 60, 61, 62, 63, 65, 66, 67, 68, 69, 70, 72, 73, 74, 75, 76, 77, 79, 80, 81, 82, 83, 85, 86, 87, 88, 89, 90, 91, 92, 94, 95, 97, 98, 99, 102, 103, 104, 105, 106, 107, 108, 109, 110, 112, 113, 114, 115, 117, 118, 119, 121, 122, 124, 125, 135, 140, 141, 142, 148, 151, 152, 153, 154, 157, 158, 159, 160, 163, 165, 166, 167, 170, 172, 177, 179, 181, 213, 214, 215, 216, 217, 218, 226, 227, 228, 229, 230, 234, 235, 237, 238, 239, 245, 274, 275, 276, 278, 279, 280, 281, 289, 291, 292, 293, 294, 295, 298, 299, 300, 301, 302, 305 and 312. Amount $1.00
Wesco, Items: 18, 23, 24, 32, 34, 36, 39, 40, 41, 43, 44, 45, 46, 47, 48, 52, 54, 64, 71, 78, 84, 93, 96, 100, 101, 111,116, 120, 127, 128, 129, 130, 131, 132, 133, 134, 136, 138, 139, 143, 144, 145, 146, 147, 149, 150, 161, 171, 173, 174, 175, 176, 178, 180, 182, 183, 184, 185, 186, 187, 188, 189, 190, 191, 192, 193, 194, 195, 196, 197, 198, 199, 200, 201, 211, 212, 220, 221, 222, 224, 225, 231, 232, 233, 236, 240, 241, 243, 253, 255, 256, 257, 260, 261, 262, 263, 265, 267, 268, 297, 304, 307, 309 and 310. Amount $1.00
Spectrum Power Supply Products LLC, Items: 2, 3, 7, 8, 9, 16, 17, 19, 20, 27, 29, 35, 51, 53, 55, 123, 137, 164, 168, 169, 202, 203, 204, 205, 206, 207, 208, 209, 210, 244, 249, 250, 251 and 311. Amount $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from the Mail, Print Services, and UTC Fund, 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.