Explanation
BACKGROUND: The purpose of this legislation is to authorize the Director of the Department of Finance and Management to enter into contracts with City Electric Co and the Loeb Electric Company for the purchase of luminaries for the Division of Power. The luminaries (street light fixtures) and related components will be used to maintain existing street lights as well as for new construction for future development within the City.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ022187). One hundred and thirty four (134) vendors were solicited and eight (8) majority bids were received and opened on July 28, 2022.
After a review of the bids, the Loeb Electric Company submitted two bids and were the low bidder on bid #1 for Items 10-150, 190, 200, 220-310, however, the pricing was only good through August 11, 2022. Kendall Electric, Inc. was the low bidder for Item #160, however, the pricing was only good through August 19, 2022. The City of Columbus requires firm fixed pricing for 180 days. Therefore, the bids for these items were non-responsive.
Therefore, the Division of Power recommends the following awards to the most responsive, responsible and best bidders for a total amount of $2,232,609.25:
City Electric Co for Items 10-150, 190-310 for a total of $2,140,519.25
Loeb Electric Company bid #2 for Items 160, 170 and 180 for a total of $92,090.00
The companies are 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.
SUPPLIERS:
City Electric Co, vendor #009579, CC#59-2279498 expires 10/5/22, majority vendor
Loeb Electric Company, vendor #006028, CC#31-4236750 expires 8/30/24, majority vendor
FISCAL IMPACT: $2,232,609.25 has been budgeted for this purchase.
$1,038,045.10 was expended in 2021
$1,657,463.10 was expended in 2020.
Title
To authorize the Director of the Department of Finance and Management to establish contracts with City Electric Co. and the Loeb Electric Company for the purchase of luminaries for the Division of Power; and to authorize the expenditure of $2,232,609.25 from the Division of Power Operating Fund; ($2,232,609.25)
Body
WHEREAS, the Purchasing Office opened formal bids on July 28, 2022 for the purchase of luminaries for the Division of Power; and
WHEREAS, the Loeb Electric Company Bid #1-Items #10-150, 190-200 and 220-310 and Kendall Electric, Inc.for Item #160 were determined to be the low bidders, however, their bids were not valid for the 180 days as required on the bid specifications; and
WHEREAS, the Division of Power recommends an award be made to City Electric Co for items 10-150 and 190-310 and the Loeb Electric Company-Bid #2 for Items 160, 170 and 180, as the most responsive, responsible and best bidders; and
WHEREAS, the Division of Power will use the luminaries and related components to maintain existing street lights and for new construction for future development within the City; and
WHEREAS, this ordinance authorizes the expenditure of $2,232,609.25, or so much thereof as may be needed, for the purchase of luminaries; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Finance and Management to enter into contracts with City Electric Co and the Loeb Electric Company in accordance with the terms, conditions and specifications of Solicitation Number RFQ022187 on file in the Purchasing Office; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management be and is hereby authorized to establish contracts with City Electric Co, Kendall Electric, Inc. and the Loeb Electric Company for the purchase of luminaries in accordance with RFQ022187 specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $2,232,609.25, or as much thereof as may be needed, is hereby authorized in Fund 6300 (Electricity Operating); in Object Class 02 Materials and Supplies 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.