Explanation
BACKGROUND: This ordinance is for the option to establish Universal Term Contracts (UTC) for Construction Castings. The Department of Public Utilities, Division of Sewers and Drainage is the largest user. The castings are used for sewer construction and repair projects and street repair projects. The term of the proposed option contracts will be through May 31, 2019 with the option to extend one additional one year period, subject to mutual agreement of both parties. The Purchasing Office opened formal bids on January 26, 2017.
The Purchasing Office advertised and solicited competivie bids in accordance with the competitive bid section of the Columbus City Code (Solicitation RFQ004186). Thirty-one (31) bids were solicited. Two bids were received (MAJ:2).
There was a tie on item 17. The recommendation is to award this item to Neenah Foundry Company because items 13, 14 and 17 are 3 pieces of a set. Item 17 is the lid that is installed on item 14. Valuable resources will be saved and efficiencies realized if orders can be placed for complete sets.
The Purchasing Office is recommending award of two contracts to the lowest, responsive and best bidders:
EJ USA, Inc, #CC007496, exp. 1/9/2019, Estimated Annual Expenditure $75,000.
Neenah Foundry Company, #CC08331-105542, exp. 3/5/17, Estimated Annual Expenditure $75,000.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the General Fund. Public Utilities Department will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into two Universal Term Contracts for the option to purchase Construction Castings from EJ USA and Neenah Foundry Company and to authorize the expenditure of $2.00 to establish a contract from the General Fund. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 26, 2017 for Construction Castings; and
WHEREAS, the Department of Finance and Management recommends contract awards to the lowest responsive and responsible and best bidders:
EJ USA for items 7, 8, 11, 12, 18, 19, 20, 21, 22, 24, 25, 27, 28, 29, 30, 32, 33, 34, 35, 36, 37, 40, 41, 43, 44, 45, 46, 47, 48, 49, 52, 53, 54, 55, 56, 57, 58, 59, 60, 61, and 62.
Neenah Foundry Company for items 1, 3, 4, 5, 6, 9, 10, 13, 14, 16, 17, 23, 26, 31, 38, 39, 42, 50 and 51.
WHEREAS, the Construction Castings will be used by the Department of Public Utilities for the repair and maintenance of Construction Castings in construction and repair projects and street repair projects; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) providing effective option contracts for the Department of Public Utilities to efficiently maintain their supply chain and service to the public; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Finance and Management Director to enter into contracts with EJ USA and Neenah Foundry Company for the option to purchase Construction Castings; 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 Construction Castings for construction projects and maintenance and repair projects for the term ending May 31, 2019 with the option to extend for one additional one year period in accordance with RFQ004186 as follows:
EJ USA . Items: 7, 8, 11, 12, 18, 19, 20, 21, 22, 24, 25, 27, 28, 29, 30, 32, 33, 34, 35, 36, 37, 40, 41, 43, 44, 45, 46, 47, 48, 49, 52, 53, 54, 55, 56, 57, 58, 59, 60, 61, and 62. Amount $1.00
Neenah Foundry Company. Items: 1, 3, 4, 5, 6, 9, 10, 13, 14, 16, 17, 23, 26, 31, 38, 39, 42, 50 and 51. Amount $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized from the in Fund 1000 in Object Class 02 Materials and Supplies per the account codes in the attachment to this ordinance.
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.