Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Powdered Activated Carbon - Taste and Odor. The Division of Water is the sole user. This contract will provide for the purchase of this product used as a taste and odor control agent for potable water at two of the City of Columbus Water Treatment Plants. The term of the proposed option contract would be three years, expiring March 31, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on December 1, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ003596). Thirty three (33) bids were solicited. Four (4) bids were received. Samples are submitted by bidders to be tested and the resulting performance factors are then used to determine the most cost efficient product, as documented in the bid solicitation.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Calgon Carbon Corporation, MAJ, CC#CC001911 expires 2/1/2019, All Items, $1.00
Total Estimated Annual Expenditure: $600,000, Division of Water, the sole user
The 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.
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. 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. This ordinance is contingent on the passage of the 2017 operating budget, which is Ordinance 2863-2016.
Title
To authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Powdered Activated Carbon - Taste and Odor with Calgon Carbon Corporation; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00).
Body
WHEREAS, the Powdered Activated Carbon - Taste and Odor UTC will provide for the purchase of material used as a taste and odor control agent for potable water at two of the City of Columbus Water Treatment Plants; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 1, 2016 and selected the overall lowest, responsive, responsible and best bidder; 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, 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 a contract for the option to purchase Powdered Activated Carbon with Calgon Carbon Corporation, as the current contract will expire March 31, 2017, in order to maintain a supply of Powdered Activated Carbon, 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 contract for the option to purchase Powdered Activated Carbon in accordance with Request for Quotation RFQ003596 for a term of approximately three years, expiring March 31, 2020, with the option to renew for one (1) additional year, as follows:
Calgon Carbon Corporation, All Items, $1.00
SECTION 2. That the expenditure of $1.00 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 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.