Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement for the option to establish five (5) UTC contracts for Heating Ventilation and Air Conditioning (HVAC) parts and filters to be used by various City agencies. The term of the proposed option contract is through April 30, 2018. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on March 17, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ000023). Ninety eight (98) bids were solicited; six (6) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidders as follows:
Columbus Climate Controls Company: CC001224 expires: 03/08/2018 Catalog Award $1.00
Allied Supply Company, Inc.: CC25769-93423 expires: 10/26/2017 Catalog Award $1.00
Progress Supply Inc.: CC004162 expires 04/15/2018 Catalog Award $1.00
Tri Dim Filter Corporation: CC51452-113045 expires 05/01/2017 Catalog Award $1.00
American Air Filter Company, Inc.: CC009655 expires 04/15/2018 Catalog Award $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.
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.
Waiver Explanation: 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.
With the implementation of the City’s e-catalog the City has a unique opportunity to ensure agencies are continuously able to purchase the right product at the very best price. The e-catalogue provides an “amazon.com” type tool where an agency can enter the product they wish to purchase and immediately identify the specified product at the lowest price.
Traditionally when bidding classes of products a UTC has been awarded to a single bidder whose products meet this City’s technical specifications. Pricing was evaluated by analyzing frequently purchased items and/or for items that the City purchases in greater quantities. This makes it possible that even though the entire catalog is awarded to a specific bidder their pricing may not be as low as another vendor.
Catalogues can have hundreds if not thousands of products contained within them making it nearly impossible to definitively award an entire catalog to a single bidder.
The reason for the bid waiver is Columbus City Code does not provide the ability to make multiple awards for the same items. By waiving bidding Purchasing is able to place more than one of the overall lowest and best bidders on to the e-catalog, and agencies can shop for better pricing during the term of the contracts.
Emergency: This ordinance is being submitted as emergency legislation as there is no current contract to purchase HVAC parts and filters and there is an immediate need to contract with the companies named herein to quickly and efficiently procure goods.
Title
To authorize the Finance & Management Director to enter into five (5) UTC contracts for the option to purchase HVAC parts and filters with Columbus Climate Controls Company, Allied Supply Company, Inc., Progress Supply Inc., Tri Dim Filter Corporation, and American Air Filter Company, Inc.; to authorize the expenditure of five (5) dollars to establish the contracts from the General Fund ($5.00); to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code; and to declare an emergency.
Body
WHEREAS, HVAC parts and filters are used to maintain facilities and meet other needs by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 17, 2016 and selected Columbus Climate Controls Company, Allied Supply Company, Inc., Progress Supply Inc., Tri Dim Filter Corporation, American Air Filter Company, Inc. as the lowest, responsive, responsible and best bidders; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 of City Code to enter into the contracts; 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, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director to enter into contract for the option to purchase HVAC parts and filters so various City agency services are not interrupted; 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 options to purchase HVAC parts and filters through April 30, 2018 with the option to extend for one (1) additional year in accordance with Solicitation RFQ000023;
Columbus Climate Controls Company: FEID#20-3208425: Catalog Award $1.00
Allied Supply Company, Inc.: FEID#31-0525769: Catalog Award $1.00
Progress Supply Inc.: FEID#31-0622700: Catalog Award $1.00
Tri Dim Filter Corporation: FEID#52-1551452: Catalog Award $1.00
American Air Filter Company, Inc.: FEID#61-0117860: Catalog Award $1.00
SECTION 2. That the expenditure of $5.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 3. That this Council finds that it is in the best interest of the City to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
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.