Explanation
BACKGROUND: To authorize the Director of Finance and Management to enter into a contract with Kevin Lehr Associates and Loeb Electric Company for the purchase of Wood Utility Poles for the Division of Power. The Wood Utility Poles will be used for new installations and for maintenance, repair, replacement and construction projects to maintain the street lighting system in the Columbus Area.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ019773). Two (2 MAJ) bids were received and opened on September 30, 2021. Loeb Electric Company was the lowest bidder for Item 10 but their lead time is 16 weeks and Kevin Lehr Associates is 3 to 4 weeks, our inventory for this pole is running extremely low so after a review of the bids, the Division of Power recommends an award be made for Line 10 to Kevin Lehr Associates in the amount of $37,498.00 as the most responsive, responsible and best bidder. Lines #20 through #90 will be awarded to Loeb Electric Company in the amount of $201,760.00 as the lowest responsive and responsible and best bidder.
Emergency Designation: This legislation is to be considered an emergency measure because without emergency action no less than 37 days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
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: Kevin Lehr Associates Vendor #003880 CC#29-7424991 expires 7/14/22 (MAJ)
Loeb Electric Company Vendor #006028 CC#31-4236750 expires 7/27/22 (MAJ)
FISCAL IMPACT: $239,258.00 is required for this purchase.
$256,958.70 was expended in 2020.
$69,064.05 was expended in 2019.
Title
To authorize the Director of Finance and Management to establish a contract with Kevin Lehr Associates and Loeb Electric Company for the purchase of Wood Utility Poles for the Division of Power; and to authorize the expenditure of $239,258.00 from the Power Operating Fund; and to declare an emergency. ($239,258.00)
Body
WHEREAS, the Purchasing Office opened formal bids on September 30, 2021 for Wood Utility Poles for the Division of Power; and
WHEREAS, the Division of Power recommends an award be made for Line #10 to Kevin Lehr Associates the most responsive and responsible and best bidder and Loeb Electric Company for Lines #20 through #90 as the lowest responsive and responsible and best bidder; and
WHEREAS, the Division of Power will use the Wood Utility Poles for new installations and maintenance, repair, replacement and construction projects to maintain the street lighting system in the Columbus Area; and
WHEREAS, it is necessary to authorize the expenditure of up to $239,258.00 from and within the Power Operating Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract with Kevin Lehr Associates and Loeb Electric Company for the purchase of Wood Utility Poles for the Division of Power in order to receive the equipment in a timely manner, 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 Director of Finance and Management be and is hereby authorized to establish a contract with Kevin Lehr Associates and Loeb Electric Company for the purchase of Wood Utility Poles for the Division of Power, in accordance with RFQ019773 specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $239,258.00, or as much thereof as may be needed, is hereby authorized in Fund 6300 (Power Operating); in Object Class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
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 for the reasons stated in the preamble hereto, where is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, which 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.