Explanation
BACKGROUND: This ordinance authorizes the option to purchase Eight (8) Cubic Yard Front Load Refuse Containers for the Department of Public Service, Division of Refuse Collection and all city agencies. The term of the proposed option contracts will be through September 30, 2016 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA005412. 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. SA005412). Forty-four (44) bids were solicited (MAJ: 41, M1A: 1, F1:1, AS1:1) Four (4) bids were received (MAJ: 4).
The low bid was non-responsive due to exceptions taken on pricing language and delivery requirements. All bids were non-responsive due to minor exceptions taken on container dimensions. The Department of Public Service has reviewed all bids and found the container from the second low vendor to be acceptable and suitable for City use. It is recommended that the City waive the competitive bidding procedure to allow for award for the second low bidder, Farmer's Refuse and Trucking, Inc.
The Purchasing Office is recommending award of one contract to the lowest, responsible and best bidder:
Farmer's Refuse and Trucking, Inc., CC#311293640, exp. 09/21/2014
Total Estimated Annual Expenditure: $35,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery. 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 this option contract is budgeted in the General 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 contract with Farmer's Refuse and Trucking, Inc. for the option to purchase eight (8) Cubic Yard Front Load Refuse Containers and to authorize the expenditure of one dollar ($1.00) to establish this contract from the General Fund; to waive formal competitive bidding requirements; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 29, 2014 and selected the lowest, responsible and best bid; and
WHEREAS, it is necessary to waive bidding requirements in order to accept a bid because all vendors were non-responsive due to exceptions taken in the specification; 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 an effective option contracts for the Department of Public Service, and other city agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of eight (8) Cubic Yard Front Load Refuse Containers, 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 Service/Division of Refuse Collection in that it is immediately necessary to enter into one contract for the option to purchase eight (8) Cubic Yard Front Load Refuse Containers 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 contract for the option to purchase eight (8) Cubic Yard Front Load Refuse Containers for the term ending September 30, 2016 with the option to extend for one additional year in accordance with Solicitation No. SA005412 as follows:
Farmers Refuse and Trucking, Inc Items: 1. Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund: 10, Object Level 3: 2270, OCA: 450047, to pay the cost thereof.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive, Section 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 4. 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.