Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Sodium Chloride with Cargill, Inc. The Division of Water is the primary user for this specific type of salt. This high purity salt will be used as an Ion Exchange agent for potable water during periods of heavy rain to guard against nitrate events in a new treatment process at the Dublin Road Water Plant. The term of the proposed option contract would be for a period of one year, expiring 7/31/2019, with no option to renew.
The Purchasing Office advertised for formal bids multiple times with no bids received. RFQ007680 opened 1/11/18, RFQ007761 opened February 1, 2018 and RFQ008315 was originally scheduled to open March 22, 2018 and was extended until March 29, 2018. The Purchasing Office, at the request of the Division of Water, has negotiated with the supplier that is currently providing the product. The product is for a recently installed system and has been provided as part of the project during the testing phase. It is in the best interest of the City to enter into a negotiated contract with Cargill, Inc. who has agreed to provide this product over the course of the year until specifications and timing is right for another competitive bid process.
The Purchasing Office is recommending award as follows:
Cargill, Inc., CC# 007812 expires October 6, 2019, Sodium Chloride - Solar Salt, $1.00
Total Estimated Annual Expenditure: $360,000, Division of Water, sole user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance as the current method of supply of this product is nearing expiration.
This company is not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: Funding to establish this option contract is budgeted in 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 Sodium Chloride with Cargill, Inc.; to authorize the expenditure of $1.00 from the General Fund; to waive the provisions of competitive bidding; and to declare an emergency. ($1.00)
Body
WHEREAS, the Sodium Chloride UTC will provide for the purchase of Solar Salt used as a Ion exchange agent at the Dublin Road Water Treatment Plant; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 11, 2018, February 1, 2018, March 22, 2018 and March 29, 2018 and no bids were received; and
WHEREAS, the Purchasing Office has negotiated a one year universal term contract for the option to obtain Sodium Chloride - Solar Salt with the same supplier that has been providing the product during the construction and testing of this system at Dublin Road Water Treatment Plant; and
WHEREAS, it is necessary to waive the competitive bidding requirements of City Code Chapter 329 to enter into contract with Cargill, Inc. who has agreed to provide this product over the course of the year until specifications and timing is right for another competitive bid process; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract with Cargill, Inc. for the option to purchase Sodium Chloride, 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 is hereby authorized to enter into the following contract for the option to purchase Sodium Chloride for a term of one year, expiring 7/31/2019 as follows:
Cargill, Inc., Solar Salt, $1.00
SECTION 2. This Council finds it is in the best interest of the City of Columbus to waive the relevant provisions of Columbus City Code Chapter 329 to permit the aforementioned purchase.
SECTION 3. 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 4. 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 5. That for the reasons 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.