Explanation
BACKGROUND: This legislation is for the option to establish UTC contracts for Flocculation Tank/Sedimentation Basin Shaft Bearings for the Division of Water, the sole user. These contracts will provide for the purchase of replacement parts for maintenance and repair of flocculation tanks and sedimentation basins at the Hap Cremean and Dublin Road Water Plants. The term of the proposed option contracts would be approximately two years, expiring August 31, 2017, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 23, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Solicitation No. SA005823). Sixty-six (66) bids were solicited: (M1A-1, F1-1, MBR-0). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Applied Industrial Technologies, MAJ, CC# 34-0117420 expires 06/14/2015, Items 1-12, 16 and 18-20, $1.00
Motion Industries, Inc., MAJ, CC# 63-0251578 expires 06/20/2016, Items 13-15 and 17, $1.00
Total Estimated Annual Expenditure: $100,000.00, Division of Water, the sole 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 budgeted in the Mail, Print Services and UTC Fund Account. 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 Flocculation Tank/Sedimentation Basin Shaft Bearings with Applied Industrial Technologies and Motion Industries, Inc.; to authorize the expenditure of $2.00 to establish the contracts from the Mail, Print Services and UTC Fund Account; and to declare an emergency. ($2.00).
Body
WHEREAS, Flocculation Tank/Sedimentation Basin Shaft Bearings are utilized by the Division of Water for repairs to the tanks and basins at the Hap Cremean and Dublin Road Water Treatment Plants; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 23, 2015 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 Flocculation Tank/Sedimentation Basin Shaft Bearings, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance, Purchasing Office, in that it is immediately necessary to enter into a contract for the option to purchase Flocculation Tank/Sedimentation Basin Shaft Bearings, 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 Flocculation Tank/Sedimentation Basin Shaft Bearings in accordance with Solicitation No. SA005823 for a term of approximately two years, expiring August 31, 2017, with the option to renew for one (1) additional year, as follows:
Applied Industrial Technologies, Items 1-12, 16 and 18-20, $1.00
Motion Industries, Inc., Items 13-15 and 17, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.