Explanation
BACKGROUND: This ordinance authorizes the option to purchase winter asphalt materials for the Department of Public Service, Transportation Division, the largest user, and other city agencies. The term of the proposed option contract will be through April 30, 2012. The Purchasing Office opened formal bids on September 1, 2011. These materials are to be used to pave City streets in the cold weather months.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004063). Seventeen bids were solicited (MAJ: 13, M1A:4); Three (MAJ: 3) bids were received.
The company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
Items 1 and 2 received only one bid. Two bids were received for item 3, bituminous cold mix #405. This material is available at a lower price on an existing Universal Term contract for Various Asphalt Materials. Information became available through this bid process that the #405 material was available year-round on the existing contract. Therefore, it is recommended that the #405 material not be awarded through this bid process as it is in the best interest of the city to use the existing universal term contract to purchase the material.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder for both items 1 and 2:
Apple-Smith Corporation, CC#311012654, exp. 8/03/2013
Total Estimated Annual Expenditure: $110,000.00
This ordinance is being submitted as an emergency because without emergency action this hardware will not be available to pave streets during the winter months and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract 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 a contract for the option to purchase Winter Asphalt #402 and #404; to authorize the expenditure of one dollar to establish a contract from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($1.00).
Body
WHEREAS, the City of Columbus has a need to procure winter asphalt; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 1, 2011 and selected the lowest, responsive, responsible and best bid; 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 an effective option contract for all city agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Winter Asphalt Materials #402 and #404 are available and supplied without interruption throughout the city for street paving, 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/ Transportation Division, the largest user and all city agencies, in that it is immediately necessary to enter into a contract for the option to purchase Winter Asphalt Materials #402 and #404 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 to purchase Winter Asphalt Materials #402 and #404 for use in street pavement repair in the City of Columbus for the term ending April 30, 2012 in accordance with Solicitation No. SA004063 as follows:
Apple-Smith Corporation, Items : 1 and 2; Amount $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.
SECTION3. 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.