Explanation
BACKGROUND: This legislation establishes two (2) Universal Term Contracts (UTC) for Thermoplastic Pavement Materials. The Division of Traffic Management is the primary user of thermoplastic pavement materials for roadway striping. The term of the proposed contracts are approximately 3 years, expiring December 31, 2020, with the option to renew for two (2) additional one (1) year extensions. The Purchasing Office opened formal bids on November 2, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ007028). Twenty-three (23) bids were solicited. Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Swarco Industries, Inc. CC# 006295 expires 10/18/2019, Item #2 and Item #3, $1.00
Ozark Materials. LLC. CC# 023722 expires 10/23/2019, Item# 1, $1.00
Total Estimated Annual Expenditure: $500,000.00, Division of Traffic Management, the primary user
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
EMERGENCY REQUEST: This ordinance is being submitted as an emergency so that the contracts for procurement may be available as soon as practical.
FISCAL IMPACT: Funding to establish this optional contract is from the General Fund. City Agencies 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 enter into a contract for the option to purchase Thermoplastic Pavement Materials with Swarco Industries, Inc. and Ozark Materials LLC; to authorize the expenditure of $2.00 from the General Fund; and to declare an emergency. ($2.00).
Body
WHEREAS, the Thermoplastic Pavement Materials Universal Term Contracts will provide for the purchase of Thermoplastic Pavement Marking Materials for roadway striping; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 2, 2017 and selected the overall 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Traffic Management, in that it is immediately necessary to enter into a contract for the option to purchase Thermoplastic Pavement Materials 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 is hereby authorized to enter into the following contracts for the purchase Thermoplastic Pavement Materials UTC in accordance with Request for Quotation RFQ007028 for a term of approximately three years, expiring December, 31, 2020, with the option to renew for two (2) additional one (1) year periods, as follows:
Swarco Industries, Inc. Items #2 and #3, $1.00
Ozark Materials, LLC, Item# 1, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance 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 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.