Explanation
BACKGROUND: To establish a contract for the option to purchase Limestone & Gravel Aggregates for the Trasportation Division, the largest user. The term of the proposed option contract will be three years with an option to renew for one additional year if mutually agreed. Contract expiration date is April 30, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001604). Formal bids were opened on April 18, 2005. Thirty-three (MAJ:26, M1A:6, F1:1) bids solicited; four (MAJ:3, M1A:1) bids received.
CLB Trucking submitted a complete bid for items 1 through 4, item 6, items 8 through 11, items 14 and 15, and items 17 through 20. Olen Corp. submitted a complete bid for items 1 and 2, items 12 through 15 and items 18 through 20. Shelly Materials submitted a complete bid for items 1 through 20. Wilson-Michaels Trucking submitted a complete bid for items 1 through 5, items 12 and 13, and items 19 and 20. Since delivery costs and proximity to each specific job site will have a bearing on the lowest total, in accordance with the specifications, multiple bidders will be awarded contracts.
CLB Trucking Inc, 1 through 4, item 6, items 8 through 11, items 14, 15, and items 17 and 18 are all available at the national Limestone Plant / Carrol. All items are available for delivery.
The Olen Corporation, Items 1 and 2, items 12 through 15 and item 18 are all available at 4755 S. High Street. All items are available for delivery.
Shelly Materials, Inc., Items 1 through 5, items 7 through 11, and item 17 are available from Columbus Limestone. Item 6 and item 16 are available from Ostrander Limestone. Items 12 through 15 and item 18 are available from Lockbourne Sand and Gravel. All items are available for delivery.
Wilson-Michaels Trucking, Items 1 through 5 are available from Shelly Materials Jackson Pike plant / Grove City and items 12 and 13 are available from Shelley Materials Lockbourne plant. All items are available for delivery.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidders.
These companies are 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.
CLB Trucking Inc., CC#36-4541613
The Olen Corporation, CC#31-4442564
Shelly Materials, Inc., CC#31-1574851
Wilson-Michaels Trucking, CC#34-1956262
Total Estimated Annual Expenditure: $350,000.00
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven 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 budgeted in the Purchasing Contract Account. All City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into contracts for an option to purchase Limestone & Gravel Aggregates, with CLB Trucking Inc., The Olen Corporation, Shelly Materials, Inc., and Wilson-Michaels Trucking, to authorize the expenditure of four dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 18, 2005 and selected the lowest, responsive, responsible and best bids; 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 contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, all City agencies use Limestone & Gravel Aggregates to maintain public property in an attractive, safe, and healthy manner, and the current contract is near expiration; and
WHEREAS, this ordinance is being submitted for consideration as an emergency measure to ensure the City's public properties are safely maintained without interruption because without emergency action, no less than thirty-seven days will be added to the procurement cycle and that timing puts the availability of services at risk; and
WHEREAS, an emergency exists in the usual daily operation of the Transportation Division in that it is immediately necessary to enter into a contract for an option to purchase Limestone & Gravel Aggregates, 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Limestone & Gravel Aggregates in accordance with Solicitation No. SA001604 as follows:
CLB Trucking Inc, Items # 1 through 4, 6, 8 through 11, 14 , 15, and 17 through 20.
The Olen Corporation, Items # 1, 2, 12 through 15, and 18 through 20.
Shelly Materials, Inc., Items # 1 through 20 as follows: Items # 1 through 5, 7 through 11, 17, 19 and 20 from Columbus Limestone Plant; Items 6, 16, 19 and 20 from Ostrander Limestone Plant; and Items # 12 through 15, 18, 19, and 20 from Lockbourne Sand & Gravel.
Wilson-Michaels Trucking, Items # 1 through 5, 12, 13, 19 and 20 as follows: Items # 1 through 5, 19 and 20 from Shelly Materials Jackson pike Plant; and Items # 12, 13, 19 and 20 from Shelly Materials Lockbourne Plant.
SECTION 2. That the expenditure of $4.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reasons 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.