Explanation
BACKGROUND: This ordinance authorizes the option to purchase Various Batteries to be used for maintaining City buildings and equipment. The term of the proposed option contract will be through April 30, 2017 with the option to extend for one (1) additional year subject to mutual agreement by both parties. The Purchasing Office recommends that two (2) contracts by category to the lowest and best bidders. The Purchasing Office opened formal bids on February 12, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of Finance & Management Code. Solicitation SA005713; 203 vendors were solicited (MAJ: 196; MBE:2; FBE:5); 6 bids were received (MAJ: 5; MBE: 0; FBE: 1).
The Purchasing Office is recommending awards of contracts to the lowest, responsive, responsible and best bidders as follows:
Sutton Battery Company, Inc. dba Batteries & Bulbs: CC# 31-1403733 (Expires: 3/11/2017)
Consolidated Electrical Distributors: CC# 77-0559191 (Expires: 8/04/2016)
Total Estimated Annual Expenditure: $40,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
Consolidated Electrical Distributors was the low bidder for Categories 1, 3, 5, and 6 and recommend for award of these categories.
Sutton Battery Company, Inc. dba Batteries & Bulbs was the low bidder for Categories 2 and 4 and recommended for award of these categories.
Consolidated Electrical Distributors did not bid item #22 in Category 5; therefore the recommendation is to award this item to Sutton Battery Company dba Batteries & Bulbs.
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 two option contracts is budgeted in the General Fund. The city agencies will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into two (2) contracts for the option to purchase Various Batteries with Consolidated Electrical Distributors, and Sutton Battery Company, Inc. dba Batteries & Bulbs; to authorize the expenditure of two dollars ($2.00) to establish these contracts from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the City has need for Various Batteries to be used in City buildings for maintaining equipment and safety within the City buildings; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 12, 2015 and selected the lowest, responsive, responsible and best bids; 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, an emergency exists in the usual daily operation of the City departments in that it is immediately necessary to enter into two (2) contracts for an option to purchase Various Batteries to ensure uninterrupted source of power to City's equipment, 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 Various Batteries in accordance with solicitation SA005713 for the term ending April 30, 2017 with the option to extend one (1) additional year subject to mutual agreement of both parties as follows:
Consolidated Electric Distributors: Category 1, 3, 5, and 6; Item #22 from Category 5 is not recommended for award; Amount: $1.00
Sutton Battery Company, Inc. dba Batteries & Bulbs: Category 2, 4, and Item #22 from Category 5; Amount: $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: 2270, 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.