Explanation
BACKGROUND: This legislation is for the option to establish two (2) UTC contracts for Water Mainline Service and Repair Parts for the Division of Water, the primary user. These contracts will provide for the purchase of service and repair parts such as tubing, curb stops, clamps and service saddles used in the maintenance of water lines throughout the City's water distribution system. The term of the proposed option contracts would be approximately two years, expiring March 31, 2016, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on January 9, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005197). One hundred forty (140) bids were solicited: (M1A-3, F1-2, MBR-4). Five (5) bids were received. One bid was submitted unsigned and one bid had such large minimum order requirements that they exceeded the estimated annual expenditure and they were both deemed non-responsive.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Ferguson Waterworks, MAJ, CC# 54-1211771 expires 02/07/2015, Items 1-15, 24-27, 30, 32, 35, 36, 39-41, 47-49, 53-59, 62-66, 68-73, 83-87, 90-97, 101-104, 111-117, 119-132, 134, 135, 137-159, 161-173 and 175-189, $1.00
Dreier & Maller, Inc., MAJ, CC# 34-1681027 expires 05/10/2014, Items 16-23, 28, 29, 31, 33, 34, 37, 38, 42-46, 50-52, 60, 61, 67, 77-82, 89, 98, 99, 105-110, 160 and 174, $1.00
Total Estimated Annual Expenditure: $300,000, Division of Water, the primary user.
No bids were received, and therefore no award will be made, for Items 74-76, 88, 100, 118, 133 and 136.
The companies are 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. 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 these option contracts is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into two (2) contracts for the option to purchase Water Mainline Service and Repair Parts with Ferguson Waterworks and Dreier & Maller, Inc., to authorize the expenditure of $2.00 to establish the contracts from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, Water Mainline Service and Repair Parts are used for repairs and maintenance throughout the City's water distribution system; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 9, 2014 and selected the overall lowest, responsive, responsible and best bidders; 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 maintain a supply of Water Mainline Service and Repair Parts, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into contracts for the option to contract for Water Mainline Service and Repair Parts, 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 Water Mainline Service and Repair Parts in accordance with Solicitation No. SA005197 for a term of approximately two years, expiring March 31, 2016, with the option to renew for one (1) additional year, as follows:
Ferguson Waterworks, Items 1-15, 24-27, 30, 32, 35, 36, 39-41, 47-49, 53-59, 62-66, 68-73, 83-87, 90-97, 101-104, 111-117, 119-132, 134, 135, 137-159, 161-173 and 175-189, $1.00
Dreier & Maller, Inc., MAJ, CC# 34-1681027 expires 05/10/2014, Items 16-23, 28, 29, 31, 33, 34, 37, 38, 42-46, 50-52, 60, 61, 67, 77-82, 89, 98, 99, 105-110, 160 and 174, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund: Organization Level 1: 45-01, Fund 10, OCA: 450047, to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble hereto, 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.