Explanation
BACKGROUND: This ordinance is for the creation a Universal Term Contract for the option to various Portland Cement and Concrete Mixes on an as needed basis by the Finance and Management Department for use by the Division of Public Utilities and all City agencies. These items are used primarily by the Division of Public Utilities to maintain and repair City infrastructure. The term of the proposed option contract would be through October 31, 2015 with the option to renew for one (1) additional year subject to mutual agreement of both parties. The Purchasing Office opened formal bids on August 29, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005076). Forty four (44) Bids were solicited: (MBR-1, M1A-3, F1-1) One (1) Bid was received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Sutherland Lumber Company of Kansas City CC#430812776 (expires 9-4-2015)
Total Estimated Annual Expenditure: $30,000.00
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, without emergency action, an uninterrupted supply of Portland Cement and Concrete Mixes will not be maintained 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. The Various city Divisions will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into a contract for the option to purchase Portland Cement and Concrete Mixes on an as needed basis with Sutherland Lumber Company of Kansas City to authorize the expenditure of One (1) 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 August 29, 2013 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 of Portland Cement and Concrete Mixes ; and
WHEREAS, these various Portland Cement and Concrete Mixes are necessary to allow the Division of Public Utilities and various other divisions of the City to maintain the operations of the City, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Various City Divisions, in that it is immediately necessary to enter into contracts for an option to purchase Portland Cement and Concrete Mixes, 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 and directed to enter into the following contracts for an option to purchase Portland Cement and Concrete Mixes for the term ending October 31, 2015 with the option to extend these contract subject to mutual agreement for One (1) year in accordance with Solicitation No. SA005076 as follows:
Sutherland Lumber Company of Kansas City: All. Items 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.
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.