Title
A RESOLUTION AUTHORIZING AND DIRECTING THE CITY MANAGER, DURING THE YEAR 2013, TO ADVERTISE FOR BIDS OR TO UTILIZE THE VARIOUS STATE OF OHIO GOVERNMENTAL COMPETITIVE PURCHASING PROGRAMS FOR CONSTRUCTION MATERIALS, SUPPLIES, SERVICES, EQUIPMENT, AND VEHICLES FOR THE SELECTION OF THE LOWEST AND BEST BIDDER TO BE DETERMINED BY COUNCIL; AND DECLARING AN EMERGENCY.
Executive Summary: This annual Resolution allows the Public Works Department to advertise for bids, obtain competitive pricing, and recommend contract awards for those items, contracts and projects that will exceed $25,000 based on the 2013 approved budget.
Body
Legislative History
None
Purpose & Explanation
Throughout the year the City regularly seeks competitive bids and pricing for a number of items in the Public Works Department. These include equipment, materials and supplies, as well as contractual services for either ongoing services or for repair or improvements to existing facilities and equipment via construction contracts. Attached is "Exhibit A" which lists the goods, services, and contracts that are expected to exceed $25,000.
Supplies and materials purchased for the City's utility operations are purchased at the time of need by competitive quotes rather than public bidding. In the operations of Hudson Public Power, there are a number of contracts/purchase orders for the purchase of equipment/materials/supplies that are reoccurring each year and oftentimes are either greatly affected by volatile markets, or from a sole source vendor; nonetheless, the amount exceeds $25,000. Likewise in the operation of the Water and Wastewater divisions, there are products or services which we purchase to maintain continuity of product, which helps eliminate multiplicity of vendors and leads to increased efficiency.
The utility operations purchases as described are allowed by City Charter, Section 6.04 "Contracts and Purchasing", as highlighted below:
SECTION 6.04 CONTRACTS AND PURCHASING.
.however, that the Council may authorize contracts without advertising for bids for professional services, for the acquisition of real estate, for the joint use of facilities or exercise of powers with other political subdivisions, or for the product or services of public utilities (including those Municipally operated),
Timing Considerations
We request emergency legislation to expedite the process of obtaining bids and pricing starting in January 2013.
Fiscal Impact
X Budgeted contingent upon the 2013 approved budget
Supplemental Appropriation Required
Appropriation Not Required.
Suggested Action
Recommendation
Permission to seek competitive bids and pricing by publicly advertising per Charter regulations, or by agreements, either through the local Community, University, Education (CUE) program, and/or the State Bidding Cooperative programs through the State of Ohio for the services, equipment and materials as listed in Exhibit A.
Submitted by,
Frank J. Comeriato, Jr. Public Works Director