Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Asphalt Emulsions with Asphalt Materials Inc. The Division of Public Service is the primary user of asphalt emulsions. Asphalt emulsions are used to repair roadways throughout the City. The term of the proposed option contract would be approximately two (2) years, expiring 4/30/2020, with no renewal option. The Purchasing Office opened formal bids on February 15, 2018.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code 329 relating to competitive bidding, (Request for Quotation No. RFQ007768). One (1) bid was received. Because of an error in the commodity code, some suppliers were not notified of the bid opportunity. Re-bidding would not be practical as this material is needed in the spring and summer for the Department of Public Serivce paving and re-surfacing programs and the current contract expires April 30, 2018.
In agreement with the awarded supplier, the Purchasing Office is reducing the term of the contract to two (2) years without renewal options. By reducing the term, it will allow the City of Columbus to re-bid the contract in a shorter timeframe allowing for additional competition. Becasue the term is being reduced in the contract that is different from the term listed in the bid specifications, the Department of Finance and Management must process a bid waiver.
The Purchasing Office is recommending award to lowest, responsible and best bidder as follows:
Asphalt Materials, Inc., CC# 007012 expires 2/9/2020, all items, $1.00
Total Estimated Annual Expenditure: $900,000, Division of Public Service the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance due to the current contract expiring on 4/30/2018.
This company is 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.
FISCAL IMPACT: Funding to establish this option contract is budgeted in 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 Asphalt Emulsions with Asphalt Materials Inc.; to authorize the expenditure of $1.00 from the General Fund; to waive the provisions of competitive bidding in City Code; and to declare an emergency. ($1.00)
Body
WHEREAS, the Asphalt Emulsions UTC will provide for the purchase of asphalt emulsions used to repair roadways throughout the City of Columbus; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 15, 2018; and
WHEREAS, the Department of Finance and Management requests a waiver on this contract to shorten the contract term from three (3) years with a one (1) year optional extension, to a two (2) year term with no extension; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Asphalt Emulsions with Asphalt Materials, Inc., 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 contract for the option to purchase Asphalt Emulsions in accordance with Request for Quotation RFQ007768 for a term of approximately two (2) years, expiring 4/30/2020, with no renewal option.
Asphalt Materials Inc., all items, $1.00
SECTION 2. That this Council finds it is in the best interest of the City to waive the relevant competitive bidding provisions of City Code Chapter 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $1.00 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 4. 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 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.