Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to purchase Transformers for Electrical Distribution System for The Division of Power to replenish stock for maintenance of the existing infrastructure and new customer service. The various types of transformers on this contract are used in the distribution network to convert electrical energy from one voltage into another voltage.
The Purchasing Office advertised and solicited competitive bids for the purchase of Transformers for the Electrical Distribution System for the Division of Power in accordance with Section 329.06 (SA005121). Seventy (70) vendors were solicited: sixty-six (66) MAJ; two (2) MBR; one (1) AS1 and one (1) M1A. Seven (7) MAJ bids were received and opened on October 17, 2013.
The Division of Power recommends the award be made to Professional Electric Product Company (PEPCO), the lowest, responsive, responsible, and best bidder for Items 1-15 for an award amount of $527,068.00. It should be noted that the City reserves the right to increase order quantities to fit within budget constraints and the Division of Power has elected to increase quantities from one (1) to two (2) on items 14 and 15.
Power Line Supply Company submitted additional clarifications and exceptions with their bid. The Division of Power bid specifications required under Section 3.2.3 that prior to delivery all supplied equipment shall be tested by the manufacturer for PCB contamination, in accordance with methods defined in the Mat 31, 1979 Federal Register and any Published Modifications. The vendor stated in additional clarifications/exceptions with their bid that Cooper Power Systems (CPS) transformers comply with the 7/1/79 EPA definition of acceptable PCB levels. No individual unit PCB testing is included in this bid. CPS may provide, if requested at time of bid, batch results of non-PCB compliance. Power Line Supply Company does not meet the specifications outlined in the bid document for PCB testing and is therefore the bid is non-responsive.
Shihlin Electric USA Company LTD submitted additional technical data pages with their bid. The Division of Power bid specifications required in Section 3.3.3.1.17 that taps shall be all four - 2-1/2% below rated voltage. The rated voltage stated in Section 3.3.3. is 14400 which makes our required taps 14400, 14040, 13680, 13320, 12960 which are 90-100% of rated voltage (10% below rated voltage). Shihlin Electric USA Company LTD indicates in their additional technical data pages that they are providing taps above rated voltage which is 95-105% of rated voltage making the taps 15120, 14760, 14400, 14040, 13680 (5% above and 5% below rated voltage). The 15120 and 14760 taps would not be used in our system. Shihlin Electric USA Company LTD is bidding taps not specified in our specification and therefore the bid is non-responsive.
WESCO's quote was good for 30 days after the bid opening. The Division of Power required that quote be valid for 180 days from bid opening date, therefore the bid is non-responsive.
DECO Supply Company, Inc.'s quote was good for only 30 days from October 15, 2013. The Division of Power required that quote be valid for 180 days from bid opening date, therefore the bid is non-responsive.
ERMCO's quote was good for 30 days from October 11, 2013. The Division of Power required that quote be valid for 180 days from bid opening date, therefore the bid is non-responsive.
Walker Miller Energy's quote was good for 30 days after bid opening. The Division of Power required that quote be valid for 180 days from bid opening date, therefore the bid is non-responsive.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Contract Compliance:
Professional Electric Product Company (PEPCO) #34-1018087 Exp. 7/5/14
FISCAL IMPACT: There is sufficient budget authority for the purchase of Transformers for the Electrical Distribution System in the 2013 Electricity Operating Fund budget.
The Division of Power spent $399,689.00 in 2012.
The Division of Power spent $400,147.52 in 2011.
Title
To authorize the Finance and Management Director to enter into contracts with Professional Electric Product Company (PEPCO) for the purchase of Transformers for the Electrical Distribution System for the Division of Power and to authorize the expenditure of $527,068.00 from the Electricity Operating Fund. ($527,068.00)
Body
WHEREAS, the Department of Public Utilities, Division of Power, has a need to purchase Transformers for the Electrical Distribution System to replenish stock for maintenance of the existing infrastructure and new customer service; and
WHEREAS, the Purchasing Office received and opened formal bids on October 17, 2013; and
WHEREAS, it is recommended that a contracts be awarded to Professional Electric Product Company (PEPCO) based upon the lowest, responsive, responsible and best bid; 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 contracts to purchase Transformers for the Electrical Distribution System based upon the lowest, responsive, responsible and best bids received October 17, 2013, SA005121:
Professional Electric Product Company (PEPCO) for Items 1-15.
SECTION 2. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 3. That to pay the cost of the aforesaid purchase, the expenditure of $527,068.00 is hereby authorized from the Electricity Operating Fund 550, Division Number 60-07:
OCA 606749
Object Level Three Code 6621
$527,068.00
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.