Explanation
BACKGROUND: This ordinance is for the creation of various Universal Term Contracts for the option to Purchase Turf and Golf Course Chemicals and grass seed on an as needed basis by various City departments. The majority of purchases from this contract will be to maintain the City's six golf courses. A minority of purchases will be made to care for other lawns throughout the city as needed. The term of the proposed option contracts would be through May 31, 2015 with the option to extend this contract subject to mutual agreement for One (1) year. The Purchasing Office opened formal bids on January 24, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004750). Eighty (80) bids were solicited: (M1A-3; MBR-1). Ten (10) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Advanced Turf Solutions Inc.CC#352152001 (expires 1-31-2014)
Agrium Advanced Technologies Inc. CC#204910688 (expires 1-11-2014)
Green Velvet Sod Farms, LTD CC#320147746 (expires 8-7-2014)
Helena Chemical Co CC#710293688 (expires 9-6-2014)
The Hill Company LLC CC#264642971 (expires 12-3-2013)
John Deere Landscapes CC#364485550 (expires 5-4-2013)
Residex Inc CC#571202840 (expires 1-11-2014)
Trupointe Cooperative Inc. CC#800637648 (expires 5-10-2014)
VETcorp, Inc CC#061786670 (expires 2-25-2015)
VETcorp. Inc was low on items 19, 35 and 42. However, the products they bid did not meet bid specifications.
Total Estimated Annual Expenditure: $180,000.00.
These companies are 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 the spring planting season is about to begin and application of these items must begin at the start of the growing season.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Various Divisions 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 contract for the option to Purchase Turf and Golf Course Chemicals and grass seed on an as needed basis with nine companies; to authorize the expenditure of $9.00 from the Mail, Print Services and UTC Fund; and to declare an emergency. ($9.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 24, 2013 and selected the lowest responsive, responsible and best bidders; 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 Turf and Golf Course Chemicals and grass seed ; and
WHEREAS, these Turf and Golf Course Chemicals and grass seed are necessary to allow for the maintenance of City golf courses and other City properties, and
WHEREAS, the contract will be in effect for two (2) years to and including May 31, 2015, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to enter into a contract for the option to Purchase Turf and Golf Course Chemicals and grass seed, 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 Turf and Golf Course Chemicals and grass seed on an as needed basis for the term ending May 31, 2015 with the option to extend subject to mutual agreement for One (1) year in accordance with Solicitation No. SA004750 as follows:
Advanced Turf Solutions Inc. item 27 Amount $1.00
Agrium Advanced Technologies Inc. items 15alt, 16, 18alt, 28alt, 32, 45 and 46, Amount $1.00
Green Velvet Sod Farms, LTD items 5alt, 11alt and 13 Amount $1.00
Helena Chemical Co items 1, 3, 7alt, 19, 20alt, 22, 29alt, 30, 33, 34alt. 36 and 40 Amount $1.00
The Hill Company LLC items 8, 14 and 25 Amount $1.00
John Deere Landscapes items 2, 6alt, 9, 38, 39, 41alt, 42, 44 Amount $1.00)
Residex Inc items 23 and 43alt Amount $1.00
Trupointe Cooperative Inc. items 4, 10, 12, 17, 24, 35alt, 47, 48, 49 and 50 Amount $1.00
VETcorp, Inc CC#061786670. items 21alt, 26alt, 31 and ,37 Amount $1.00
SECTION 2. That the expenditure of $9.00 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.