Explanation
The purpose of this ordinance is to authorize the Director of Finance and Management to enter into an option contract with Tristate Valves and Controls dba TRIVACO for the purchase of EIM Actuator Parts for the Division of Sewerage & Drainage. EIM Actuator Parts are used to open and close sludge valves throughout the wastewater treatment plants. The term of the proposed option contract would be through November 30, 2017, with the option to renew for one (1) additional year.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code Section 329 (Solicitation SA006078). Thirty-seven (37) vendors (121 MAJ, 1 MBR, 2F1, 1 AS1) were solicited and one (1) bid (1 MAJ) were received and opened on October 29, 2015.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder as follows:
Tristate Valves and Controls dba TRIVACO, MAJ, CC# 31-0747128 (expires 03/11/2017)
This company is 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, the ability to secure parts as needed to maintain the City's water treatment plants to be in compliance with federal and state regulations is critically hampered.
Total Estimated Annual Expenditure: $40,000.00
FISCAL IMPACT: Funding to establish this option contract 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 Director of Finance and Management to enter into a contract for the option to purchase EIM Actuator Parts with Tristate Valves and Controls dba TRIVACO, to authorize the expenditure of one (1) dollar to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office opened formal bids on October 29, 2015 for the purchase of EIM Actuator Parts for the Division of Sewerage and Drainage; 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 an effective option contract for the Department of Public Utilities to efficiently maintain its supply chain and service to the public; and
WHEREAS, EIM Actuator Parts are used to open and close sludge valves throughout the wastewater treatment plants at the Jackson Pike and Southerly Wastewater Treatment Plants; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Finance and Management Director to enter into a contract for the option to purchase EIM Actuator Parts so that the City's water and waste water treatment plants can continue to operate appropriately in compliance with regulations, 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 Director of Finance and Management be and is hereby authorized to enter into a contract for the option to purchase EIM Actuator Parts for the term ending November 30, 2017 with the option to extend for one (1) additional year in accordance with Solicitation No. SA006078 as follows:
Tristate Valves and Controls dba TRIVACO; Items 1-140: 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, OCA: 450047, Object Level 3: 2270, 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 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.