Explanation
Background: This legislation is for the option to establish one (1) UTC contract for Winter Asphalt to be used by the Department of Public Service, the primary user. Winter requires cold versions of asphalt for patching that can be purchased between January and March. The term of the proposed option contract is November 1, 2015 through April 30, 2016. The Purchasing Office opened formal bids on July 9, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation SA005933). Twenty-three (23) bids were solicited: (M1A: 5). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
The Apple-Smith Corporation; CC#311012654, expires 04/17/2017, Items 1 & 2, $1.00
Total Estimated Annual Expenditure: $200,000.00
This 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.
This ordinance is being submitted as an emergency because without emergency action Winter Asphalt will not be available and the efforts of the Department of Public Service to maintain roadways during cold weather months would be delayed and the efficient delivery of valuable public services will be slowed.
Fiscal Impact: Funding to establish this option contract is from 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 one (1) contract for the option to purchase Winter Asphalt with The Apple-Smith Corporation; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Department of Public Service has a need for Winter Asphalt for repairing city roadways during the cold weather months; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 9, 2015 and selected the overall lowest, responsive, responsible, and best bidder; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into contract for the option to purchase Winter Asphalt so roadway repairs are not interrupted; 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 Winter Asphalt in accordance with Solicitation no. SA005933 for the term expiring April 30, 2016.
The Apple-Smith Corporation; Award for items 1 & 2; $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be and 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.