Explanation
BACKGROUND: To authorize the Director of Finance and Management to enter into a contract with Pepco-Professional Electric Products Co. for the purchase of eight (8) 72kV Outdoor Power Circuit Breakers for the Division of Power. These circuit breakers will provide additional circuits to enable the Division of Power to serve more customers.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ006889). Fifty-seven (57) bidders (1 HL1, 1 MBE, 2 MBR, 53 MAJ) were solicited and Two (2 MAJ) bids were received and opened on October 12, 2017.
After a review of the bids, the apparent low bidder is Grid Solutions (U.S.) LLC in the amount of $287,750.00. However, they have made exceptions to the specifications listed below:
3.1.2 and 3.1.3 Did not include overnight stay for shop drawing approvals or witness testing. Factory is 200 miles from Columbus and transportation to and from plant will take approximately 8 hours. This does not allow time to meet in the same day.
3.2.2.6 Specifications require a NEMA 3X control cabinet. Alston quoted a NEMA 3R control cabinet. The NEMA 3R does not protect against corrosion or wind driven dust and water.
3.2.2.5 Took exception on to providing 10 spare “a” contacts and 10 spare “b” contacts.
3.2.2.14 Took exception to a custom manual for the breakers, they will provide a standard document that is not subject to customer approval.
3.2.2.15 Took exception to shop drawing process.
3.2.2.17 Field services not included in in price of breakers as required in bid documents.
Costs for travel, lodging and meals for witness testing were not included as required in bid documents.
Terms and Conditions were included
Therefore, due to the above exceptions to the bid specifications, the bid from Grid Solutions (U.S.) LLC has been deemed non-responsive.
The second lowest bid from Pepco-Professional Electric Products Co. meets the bid specifications and has been deemed the lowest responsive and responsible and best bidder for all items for a total amount of $477,476.00.
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.
SUPPLIER: Pepco-Professional Electric Products Co. Vendor #006514 CC#34-1018087, expires 8/16/19 (MAJ)
EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to meet the project timeline and deliverables schedule.
FISCAL IMPACT: $477,476.00 is required for this purchase. Funding will come from the Electricity Permanent Improvements Fund and the Electricity G.O. Bonds Fund. An appropriation within the Water Permanent Improvements Fund will be necessary. A transfer within both funds is also needed as well as an amendment to the 2017 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management to establish a contract with Pepco-Professional Electric Products Co. for the purchase of eight (8) 72kV Outdoor Power Circuit Breakers for the Division of Power; to authorize an appropriation, transfer and expenditure within the Water Permanent Improvement Fund; to authorize a transfer and expenditure within the Electricity General Obligations Bond Fund; to authorize a transfer and expenditure within the Electricity General Obligations Bond Fund; to authorize an amendment to the 2017 Capital Improvements Budget; and to declare an emergency. ($477,476.00)
Body
WHEREAS, the Purchasing Office opened formal bids on October 12, 2017 for eight (8) 72kV Outdoor Power Circuit Breakers for the Division of Power; and
WHEREAS, the Division of Power recommends an award be made for all items to the lowest responsive and responsible and best bidder, Pepco-Professional Electric Products Co.; and
WHEREAS, the Division of Power will use the eight (8) 72kV Outdoor Power Circuit Breakers to provide additional circuits to enable the Division of Power to serve more customers; and
WHEREAS, it is necessary to authorize an appropriation, transfer and expenditure within the Electricity Permanent Improvement Fund, for the Division of Power; and
WHEREAS, it is necessary to authorize a transfer and expenditure within the Electricity General Obligations Bond Fund, for the Division of Power; and
WHEREAS, it is necessary to authorize an amendment to the 2017 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditures; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with Pepco-Professional Electric Products Co. in accordance with the terms, conditions and specifications of Solicitation Number RFQ006889 on file in the Purchasing Office; in an emergency manner in order to meet the project timeline and deliverables schedule; for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to establish a contract for all items with Pepco-Professional Electric Products Co. for the purchase of eight (8) 72kV Outdoor Power Circuit Breakers for the Division of Power, in accordance with RFQ006889 specifications on file in the Purchasing Office.
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2017, the sum of $12,470.00 is appropriated in Fund 6310 - Electricity Permanent Improvements Fund in Object Class 06 - Capital Outlay, per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $477,476.00 or so much thereof as may be needed, is hereby authorized between projects, per the account codes in the attachment to this ordinance.
SECTION 4. That the 2017 Capital Improvements Budget is hereby amended, as follows:
Fund No. 6310 (Electricity Permanent Improvements Fund):
Project ID | Project Name | Current Authority | Revised Authority | Change
P565999-100000 (carryover) | Unallocated Bal. | $3,510 | $12,470 | +$8,960 (establish authority to match cash)
P565999-100000 (carryover) | Unallocated Bal. | $12,470 | $0 | -$12,470
P670063-100000 (carryover) | Sub 69 & 135kV OCB Repl to SF6 | $0 | $12,470 | +$12,470
Fund No. 6303 (Electricity G.O. Bonds Fund):
Project ID | Project Name | Current Authority | Revised Authority | Change
P670845-100000 (carryover) | Hall Rd. SL Imp’s | $449,982 | $0 | -$449,982
P670787-100001 (carryover) | Willow Creek SL Ph. II | $28,414 | $13,390 | -$15,024
P670063-100000 (carryover) | Sub. 69 & 135kV OCB Repl. to SF6 | $0 | $165,006 | +$165,006
P670063-100001 (carryover) | Sub. 69 & 135kV OCB Repl. to SF6 - 2017 | $0 | $300,000 | +$300,000
SECTION 5. That the expenditure of $477,476.00 or as much thereof as may be needed, is hereby authorized in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this Ordinance.
SECTION 10. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.