Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase UV Reactor Parts and Maintenance Services with Xylem Water Solutions USA, Inc. The Division of Water is the sole user of UV Reactor Parts and Maintenance Services, used to maintain ultraviolet disinfection equipment at Hap Cremean and Dublin Road Water Treatment Plants. The term of the proposed option contract would be approximately three (3) years, expiring October 31, 2025, with the option to renew for one (1) additional year. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code 329 relating to competitive bidding, (Request for Quotation No. RFQ022488). The Purchasing Office opened formal bids on August 25, 2022. One (1) bid was received. The bidder failed to provide shipping in the pricing and did not provide estimated freight charges, therefore it is necessary to request a waiver.
The Purchasing Office is recommending award to lowest, responsible and best bidder as follows:
Xylem Water Solutions USA, Inc., CC# 008147 expires 2/2/24, Items 1-9, 12-33, 39-42, 46-48, 53-59, 61-63, 67-93 and 95-101, $1.00
Total Estimated Annual Expenditure: $60,000, Division of Water, sole user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance because these replacements parts are for new equipment for which no current contract covers these items.
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: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025. 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 UV Reactor Parts and Maintenance Services with Xylem Water Solutions USA, Inc.; to authorize the expenditure of $1.00; to waive the provisions of competitive bidding; and to declare an emergency. ($1.00)
Body
WHEREAS, the UV Reactor Parts and Maintenance Services UTC will provide for the purchase of replacement parts and services for ultraviolet disinfection equipment at two water treatment plants; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 25, 2022; and
WHEREAS, the only bidder failed to include shipping in their submittal, as required, so a waiver is required in order to accept the bid; 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 Finance and Management Director to purchase replacement parts and services for ultraviolet equipment at two water treatment plants by entering into a Universal Term Contract for the option to purchase UV Reactor Parts and Maintenance Services, 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 UV Reactor Parts and Maintenance Services in accordance with Request for Quotation RFQ022488 for a term of approximately three (3) years, expiring October 31, 2025, with the option to renew for one (1) additional year, as follows:
Xylem Water Solutions USA, Inc., Items 1-9, 12-33, 39-42, 46-48, 53-59, 61-63, 67-93 and 95-101, $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 Codes Section 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025 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.