Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option for the Purchase, Installation and Maintenance of Trees on an as needed basis by various City departments. . The purchase of these trees is to replace those lost to construction operations, insects and disease in the City Parklands as well as to allow for the reforestation of reservoir shorelines, natural areas and others as needed The term of the proposed option contracts would be through April 30, 2015 with the option to extend this contract subject to mutual agreement for One (1) year. The Purchasing Office opened formal bids on December 6, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004682). Thirty-three (33) bids were solicited: (M1A-2). One (1) bid was received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder as follows:
Custom Lawn Care & Landscaping LLC dba Custom Landscape Contractors CC#311747937 (expires 1-7-2016)
Total Estimated Annual Expenditure: $74,000.00.
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because the spring planting season is about to begin and missing this season would cause any planting to be delayed until the fall.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Various Divisions 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 contract for the option for the Purchase, Installation and Maintenance of Trees on an as needed basis with Custom Lawn Care & Landscaping LLC.dba Custom Landscape Contractors to authorize the expenditure of One dollar from the Mail, Print Services and UTC Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 6, 2012 and selected the lowest responsive, responsible and best bidder; 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, Installation and Maintenance of Trees; and
WHEREAS, this Purchase, Installation and Maintenance of Trees is necessary to allow for the replacement o trees lost to insects and disease in the City Parks as well as to allow for the placement of trees ordinarily done by the City in other areas, and
WHEREAS, the contract will be in effect for two (2) years to and including April 30, 2015, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to enter into a contract for the option for the Purchase, Installation and Maintenance of Trees, so that City operations may continue uninterrupted in an environmentally responsible manner 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 contract for the option for the Purchase, Installation and Maintenance of Trees on an as needed basis for the term ending April 30, 2015 with the option to extend subject to mutual agreement for One (1) year in accordance with Solicitation No. SA004682 as follows:
Custom Lawn Care & Landscaping LLC dba Custom Landscape Contractors. All Items $1.00
SECTION 2. That the expenditure of $1.00 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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.