Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase Weed and Vegetation Management on an as needed basis by the Department of Public Utilities, the largest user, and various City of Columbus agencies. These Weed and Vegetation Management services are necessary to maintain the various City properties and highways in a safe and attractive condition. The term of the proposed option contract would be through December 30, 2016 with the option to renew for one (1) additional year subject to mutual agreement. The Purchasing Office opened formal bids on January 30, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005237). Forty Six (46) Bids were solicited: (M1A-2) Five (5) Bids were received.
The solicitation divided the various locations within the City to be serviced for weed and vegetation management into five zones. The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders by zone:
Noxious Vegetation Control, Inc. CC#314444304 (expires 10-16-2015)
TrueGreen LP CC#363734669 (expires 11-19-2015)
Total Estimated Annual Expenditure: $130,000.00
These 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. This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Department of Public Utilities and all other City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into a contract for the option to purchase Weed and Vegetation Management services from Noxious Vegetation Management Control Inc. and TruGreen LP; to authorize the expenditure of two (2) dollars to establish the contract from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 30, 2014 and selected the lowest responsive, responsible and best bidders by zones; and
WHEREAS, this ordinance addresses Purchasing objective 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 contracts for the purchase of Weed and Vegetation Management services to maintain the City properties and highways in a safe and attractive condition; and
WHEREAS, in order to maintain the City properties and highways in a safe and attractive condition, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies, in that it is immediately necessary to enter into a contract for an option to purchase Weed and Vegetation Management services on an as needed basis, 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 be and is hereby authorized to enter into the following contracts for the option to purchase the Weed and Vegetation Management services for the term ending December 30, 2016 with the option to extend these contracts subject to mutual agreement for one (1) year in accordance with Solicitation No. SA005237 as follows:
Noxious Vegetation Control, Inc.: Zones 1,2 and 4 Amount $1.00
TrueGreen LP Zones 3 and 5 Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund: Organization Level 1: 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 here to, 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.