Explanation
BACKGROUND: This ordinance authorizes the option to purchase Limestone and Gravel Aggregates for the Department of Public Service, Division of Planning and Operation, the largest user, and other city agencies. The term of the proposed option contracts would be through April 30, 2013 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA003836. The Purchasing Office opened formal bids on February 17, 2011. These materials are primarily used for street maintenance.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003836). Thirty three bids were solicited (MAJ: 25, M1A; 8); Two (MAJ: 2) bids were received.
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.
In addition to recommending each company be awarded the items for which they are the low bidder, Item 16 is recommended for award to both companies. Their plants are located in different areas of the city and by awarding to both plant locations, city personnel can go to the plant location closest to the jobsite where they are working which would result in overall lowest cost for the material. The bid allows for multiple awards for overall cost benefit.
The recommendation is to award items 19 and 20 to both companies as these items are for delivery and this would allow delivery of all items.
The Purchasing Office is recommending award of two contracts to the lowest, responsive, responsible and best bidders:
Shelly Materials, Inc., MAJ, CC# 31574851, exp. 1/29/2012
The Olen Corporation, MAJ, CC#314442564, exp. 2/24/2013
Total Estimated Annual Expenditure: $400,000.00
This ordinance is being submitted as an emergency because without emergency action these materials will not be available for street repairs for the upcoming construction season and the efficient delivery of valuable public services would otherwise be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into two contracts for the option to purchase Limestone and Gravel Aggregates with Shelly Materials, Inc. and Olen Corporation; to authorize the expenditure of two dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 17, 2011 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Service and various city departments to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Limestone and Gravel Aggregates are supplied without interruption to new and existing city roadway maintenance projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service/ Division of Planning and Operations in that it is immediately necessary to enter into contracts for an option to purchase Limestone and 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 and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase Limestone and Gravel Aggregates for street maintenance projects for the term ending April 30, 2013 with the option to extend for one additional year in accordance with Solicitation No. SA003836 as follows:
Shelly Materials, Inc., Items: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 16, 17, 19, and 20 Amount $1.00
Olen Corporation, Items: 13, 14, 15, 16, 18, 19, and 20 Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the Mail, Print Services, and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.