Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Hitachi Maxco Sludge Collector Parts with Bearing Distributors, Inc. The Division of Sewerage and Drainage is the sole user. Hitachi Maxco Sludge Collector Parts are used to in the sludge settling system located at the Southerly Wastewater Treatment Plant. The term of the proposed option contract would be approximately three years, expiring October 31, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on June 22, 2017.
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. RFQ005680). Two bids were received.
Bearing Distributors, Inc. bid two manufacturers, Allied-Locke and Hitachi. The recommendation is to award to Bearings Distributors, Inc. by manufacturer with the lowest price offered as follows:
Allied Locke : 1, 5, 6, 7, 8, 9, 10, 11, 15, 16, 18, 20, 21, 22, 23, 25, 26, 27, 28, 29, 30, 31, 32, 33, 35, 37, 39, 40, 44, 45, 51, 52, 53, 54, 55, 56, 59, 61, 62, 63, & 64.
Hitachi: 2, 3, 4, 12, 13, 14, 17, 19, 24, 34, 36, 41, 42, 43, 46, 47, 48, 49, 57, 58, 60, 65, 66, 67.
No bids were received on items 38 and 50, therefore, these items will not be awarded and will be bid as needed.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as following:
Bearing Distributor, Inc., CC006400 expires June 14, 2019, Items 1-37, 39-49, and 51-67, $1.00
Total Estimated Annual Expenditure: $40,000.00, Division of Sewerage and Drainage, 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.
Title
To authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Hitachi Maxco Sludge Collector Parts with Bearing Distributors, Inc.; and to authorize the expenditure of $1.00 to establish the contract from the General Fund. ($1.00).
Body
WHEREAS, the Hitachi Maxco Sludge Collector Parts UTC will provide for the purchase of Hitachi Maxco Sludge Collector Parts used for the sludge settling system; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 22, 2017 and selected Bearing Distributors, Inc. as 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, it has become necessary in the daily operation of the Department of Public Utilities to authorize the Finance and Management Director to enter into contract with Bearing Distributors Inc. for the option to purchase Hitachi Maxco Sludge Collector Parts; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Hitachi Maxco Sludge Collector Parts in accordance with Request for Quotation RFQ005680 for a term of approximately 3 years, expiring October 31, 2020, with the option to renew for one (1) additional year, as follows:
Bearing Distributor, Inc., Items 1-37, 39-49, and 51-67, $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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.