Explanation
BACKGROUND: This legislation is for the option to establish two (2) Universal Term Contracts for Flocculator Paddle Replacement Parts for the Division of Water, the sole user. These contracts will provide for the purchase of replacement parts used in mixing of chemicals in the water treatment process, primarily at the Hap Cremean Water Treatment Plant. The term of the proposed option contracts would be approximately two years, expiring September 30, 2016, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on May 29, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005406). Fifth-four (54) bids were solicited: (M1A-1, F1-0, MBR-0). Four (4) bids were received. A third bidder was low on one of the nine items but the savings in establishing a third contract is estimated at only $3.00 annually, insufficient to justify. Award is recommended to the next low bidder that is already receiving award for five items.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Uni-Facs Steel Works LLC, MAJ, CC# 31-1203781 expires 02/05/2016, Items 1-5 and 7, $1.00
Motion Industries, MAJ, CC# 63-0251578 expires 06/20/2016, Items 6, 8 and 9, $1.00
Total Estimated Annual Expenditure: $150,000, Division of Sewerage and Drainage, the primary user
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 Flocculator Paddle Replacement Parts with Uni-Facs Steel Works LLC and Motion Industries, to authorize the expenditure of $2.00 to establish the contracts from the General Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, Flocculator Paddle Replacement Parts are used in mixing of chemicals in the water treatment process, primarily at the Hap Cremean Water Treatment Plant; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 29, 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 Flocculator Paddle Replacement 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 Flocculator Paddle Replacement 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 Flocculator Paddle Replacement Parts in accordance with Solicitation No. SA005406 for a term of approximately two years, expiring September 30, 2016, with the option to renew for one (1) additional year, as follows:
Uni-Facs Steel Works LLC, Items 1-5 and 7, $1.00
Motion Industries, Items 6, 8 and 9, $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, Object Level 3: 3349 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.