Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Flocculator Sprockets and Bearings. The Division of Water is the primary user. Flocculator Sprockets and Bearings are used at various water and wastewater treatment plants located within the Columbus metropolitan area. The term of the proposed option contract would be approximately 3 years, expiring December 31, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on August 10, 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. RFQ006211). Three (3) bids were received.
Item 6 will not be awarded as there will not be enough of a savings to establish a contract for this one item. It will be bid informally as needed.
Items 7 & 11 are recommended to be awarded to Applied Industrial, the low bidder and recommended bidder for all other items. The low bidder is not recommended for award because less than $500.00 in savings would be realized by establishing and managing a separate contract for these items.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Applied Industrial Technologies, CC# 006401 expires 6/29/2019. Items 1-5 and 7-11, $1.00
Total Estimated Annual Expenditure: $70,000.00, Division of Water, the primary 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 contract for the option to purchase Flocculator Sprockets and Bearings with Applied Industrial Technologies; and to authorize the expenditure of $1.00 to establish the contract from the General Fund. ($1.00).
Body
WHEREAS, the Flocculator Sprocket and Bearings UTC will provide for the purchase of flocculator sprockets and bearings used to repair equipment owned by the city and used in the treatment of water and wastewater; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 10, 2017 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, 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 Applied Industrial Technologies for the option to purchase Flocculator Sprockets and Bearings; 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 Flocculator Sprockets and Bearings in accordance with Request for Quotation RFQ006211 for a term of approximately 3 years, expiring December 31, 2020, with the option to renew for one (1) additional year, as follows:
Applied Industrial Technologies, Items 1-5 and 7-11, $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.