Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for snow and ice control and removal on the City's roadway system. Rock salt is used extensively in this operation. Formal competitive bids were solicited and received and the Purchasing Office is establishing a citywide universal term contract (UTC) with American Rock Salt Co. LLC, at a price of $63.34/ton (dumped) and $66.09/ton (piled).
It is necessary that the Division of Planning and Operations have the ability to purchase rock salt for the 2009 - 2010 winter season. This ordinance authorizes the Director of Finance and Management to establish a purchase order for the purchase of rock salt for the Division of Planning and Operations consistent with the terms and conditions of the citywide term contract in the amount of $960,000.00. The Department will immediately order approximately 9,000 tons to fill its storage barns in preparation for the winter season. The remaining amount on the purchase order will only be utilized if actual weather conditions demand it.
2. CONTRACT COMPLIANCE
American Rock Salt's contract compliance number is 161516458 and expires 8/25/11.
3. FISCAL IMPACT
This expense is budgeted in the Division of Planning and Operations 2009 Street Construction, Maintenance and Repair Fund and the Municipal Motor Vehicle License Tax Fund.
4. EMERGENCY ACTION:
Emergency action is requested to assure an uninterrupted supply of this critical commodity.
Title
To authorize the Director of Finance and Management to establish a purchase order with American Rock Salt Co. LLC, in the amount of $960,000.00 for the purchase of rock salt in accordance with the terms and conditions of a pending citywide term contract for the Division of Planning and Operations; to authorize the expenditure of $960,000.00 or so much thereof as may be needed from the Street Construction, Maintenance and Repair Fund ($710,000.00) and the Municipal Motor Vehicle License Tax Fund ($250,000.00) and to declare an emergency. ($960,000.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for snow and ice control and removal on the City's roadway system; and
WHEREAS, rock salt is used in this operation; and
WHEREAS, the Purchasing Office is establishing a citywide universal term contract with American Rock Salt Co. LLC, for the purchase of rock salt as a result of the formal competitive bidding process; 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 authorize the Director of Finance and Management to establish a purchase order for the purchase of rock salt consistent with the terms and conditions of this pending citywide contract in order to assure an uninterrupted supply of this critical commodity, 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 Director of Finance and Management is hereby authorized to establish a purchase order with American Rock Salt Co. LLC, PO Box 190, Mt. Morris, NY 14510 for $960,000.00 for the purchase of rock salt for the Division of Planning and Operations consistent with the terms and conditions of a pending citywide term contract for this purpose.
Section 2. That the sum of $250,000.00 be and hereby is appropriated from the unappropriated balance of the Municipal Motor Vehicle License Tax Fund, Fund 266, and from all monies estimated to come into said Fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2009, to the Division of Planning and Operations, Department-Division No. 59-11, as follows:
materials and supplies / O.L. 01-03 Code / OCA / Amount
salt / 02-2192 / 591128 / $250,000.00
Section 3. That the expenditure of $960,000.00, or so much thereof as may be needed, be and hereby is authorized from Fund 265, the Street Construction, Maintenance and Repair Fund, and the Municipal Motor Vehicle License Tax Fund; Department No. 59-11, Division of Planning and Operations for the purchase of rock salt as follows:
Fund / O.L 01-03 Codes / OCA
265 / 02-2192 / 591117 / $710,000.00
266 / 02-2192 / 591128 / $250,000.00
Section 4. That Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against American Rock Salt Co. LLC.
Section 5. That for the reasons stated in the preamble hereto, 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.