Explanation
BACKGROUND: For the option to purchase Line Locating Equipment for the Division of Sewerage and Drainage, Line Locating Section, the City's largest user. This equipment is used for locating water, sewer and power lines. The term of the proposed option contract would be three (3) years, expiring June 30, 2018, with the option to renew for one (1) additional year, upon the mutual agreement of both parties. The Purchasing Office opened formal bids on April 2, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of Finance & Management Code. Solicitation SA005782; 69 vendors were solicited (MAJ: 63; M1A:2; FBE:2; AS1:1); 3 bids were received (MAJ: 3; MBE: 0; FBE: 0).
C & S Solutions, Inc.: CC#31-1812544 (Expires 5/29/2017)
Total Estimated Annual Expenditure: $20,000.00
MidAmerican Technology, Inc. was the low bidder, however, they were deemed non-responsive for Items 1 and 2. The next lowest bidder, C&S Solutions, Inc. met specifications but was deemed non-responsive as they failed to submit the bid packet in its entirety. The third bidder was deemed non-responsive as they did not meet specification as to the software requirements for Item 1.
The recommendation is to award all items to C&S Solutions , Inc. as the best bidder and waive the competitive bidding requirements of City of Columbus Code to accommodate this award.
This company is not debarred according to the Excluded Party Listing or the State Auditor's Finding for Recovery Database.
FISCAL IMPACT: Funding to establish the 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 one (1) contract for the option to purchase Line Locating Equipment and Accessories with C & S Solutions, Inc.; to authorize the expenditure of one dollar ($1.00) to establish this contract from the General Fund; to waive competitive bidding provisions of the Columbus City Code.
Body
WHEREAS, the Department of Public Utilities has a need to purchase Locating Equipment and Accessories to replenish inventory to locate water, sewer and power lines; and
WHEREAS, the Purchasing Office received and opened formal bids on April 2, 2015; and
WHEREAS, it is recommended that the contract be awarded to C&S Solutions, Inc. based upon the best bid to the specification requirements; now, therefore,
WHEREAS, this ordinance addresses Purchasing objectives of: 1) maximizing the use of City resources by obtaining original 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 effective maintain their supply chain and service to the public; and
WHEREAS, this ordinance requests a waiver of requirement of the competitive bidding provisions of the Columbus City Code; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Finance Director to enter into contract for the option to purchase line locating equipment and accessories for the public health, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Finance & Management Director be and is hereby authorized and directed to enter into the following contract for the option to purchase Line Locating Equipment for a period of three (3) years, expiring June 30, 2018, with the option to renew for one (1) additional year, upon the mutual agreement of both parties, in accordance with Solicitation No. SA005782 as follows:
C & S Solutions, Inc.: All Line Items. Amount: $1.00.
SECTION 2. That this Council finds it in the City's best interest to waive the competitive bidding requirements of Chapter 329 of the Columbus City Code.
SECTION 3. That the expenditure of $1.00 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 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.