Explanation
BACKGROUND: This legislation is for the option to establish two (2) UTC contracts for Lamps and associated parts to be used by various City agencies. The term of the proposed option contracts is through June 30, 2017. The contracts may be extended for one (10 additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on July 9, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City code (Solicitation SA005910). Seventy-Four (74) bids were solicited: (M1A: 1, MBR: 2, F1: 1, ASI: 1). Three (3) bids were received (MAJ).
Two contracts are recommended for award for Lamps and associated parts. The specifications stated that multiple contracts could be awarded to the lowest, responsive, responsible and best bidders per category and catalog.
At this time, the City of Columbus has embarked on implementing a new e-catalog approach to buying, as approved by Ordinance 1078-2013. The catalog system purchased from Vinimaya, Inc. will allow City agencies to shop City contracts. The requesting agency will log into the e-catalog, search for the item needed and the e-catalog will search the City catalogs, including these two (2) suppliers, bringing back the results that meet the searched criteria providing the user with the contracted prices. The City will be uploading company product information along with pricing on awarded UTC type contracts. By uploading these two (2) company's catalogs, the agencies will be able to search, review and order the needed items at the best pricing based on their needs. This change will enable the City agencies to more efficiently and effectively purchase various Lamps.
A waiver of regulations is being requested as the current City Code does not provide the ability to award multiple suppliers for the same categories/items.
The Purchasing Office is recommending awards to the overall lowest, responsive, responsible and best bidders as follows:
The Loeb Electric Company; CC# 314236750, Expires 6/17/2017, Categories 1 through 5, $1.00
Consolidated Electrical Distributors, Inc (CED); CC# 770559191, Expires 8/4/2016, Categories 1 through 5, $1.00
Total Estimated Annual Expenditure: $250,000.00
These 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 as there currently isn't a contract established for Lamps and 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 Lamps and associated parts with The Loeb Electric Company and Consolidated Electrical Distributors, Inc (CED); to waive the applicable competitive bidding requirements of City Code Chapter 329; to authorize the expenditure of $2.00 to establish the contracts from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, Lamps and associated parts are used by variuos City agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on July, 9, 2015 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance requests a waiver of applicable competitive bidding requiements of Chapter 329 of the City Code; and
WHEREAS, this ordinance addresses Purchasing objectives 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 services by supplying Lamps and associated parts, 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 and Management in that it is immediately necessary to enter into contracts for the option to purchase Lamps and associated parts so various city agency services are not interrupted; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY F OLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase Lamps and associated parts in acordance with Solicitation No. SA005910 for the term expiring June 30, 2017, with the option to extend for one (1) additional year based on mutual agreement.
The Loeb Electric Company, Categories 1 through 5, $1.00
Consolidated Electrical Distributors, Inc. (CED), Categories 1 through 5, $1.00
SECTION 2. That this Council finds it in the City's best interest to waive the applicable competitive bidding requirements of Chapter 329 of the City Code.
SECTION 3. That the expenditure of $2.00 is hereby authorzed from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
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 efect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves or vetoes the same.