Explanation
BACKGROUND: This ordinance authorizes the option to purchase Various Asphalt Concretes for the Department of Public Service, Division of Planning and Operation, the largest user, and other city agencies. The term of the proposed option contracts would be through April 30, 2013 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA003822. The Purchasing Office opened formal bids on February 3, 2011. These materials are used for street maintenance.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003822). Twenty four bids were solicited (MAJ: 17, F1: 1, M1A; 6); Four (MAJ: 4) bids were received.
These companies are 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.
The Purchasing Office is recommending award of 3 contracts to the lowest, responsive, responsible and best bidders:
Shelly Materials, Inc., MAJ, CC# 31574851, exp. 1/29/2012
Kokosing Materials, Inc., MAJ, CC#31-0980603, exp. 12/21/11
Apple-Smith, Corporation., MAJ, CC# 311012654, exp. 7/8/2011
Total Estimated Annual Expenditure: $439,375.00
This ordinance is being submitted as an emergency because without emergency action these materials will not be available for street repairs for the upcoming construction season and 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. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into three contracts for the option to purchase Various Asphalt Concretes with Shelly Materials, Inc.; Kokosing Materials, Inc.; and Apple-Smith Corporation to authorize the expenditure of three dollars to establish the contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 3, 2011 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Service and various city departments to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Various Asphalt Concretes are supplied without interruption to new and existing city roadway maintenance projects, this is being submitted for consideration as an emergency measure; 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 enter into contracts for an option to purchase Various Asphalt Concrete 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 contracts for the option to purchase Various Asphalt Concrete for street maintenance projects for the term ending April 30, 2013 with the option to extend for one additional year in accordance with Solicitation No. SA003822 as follows:
Kokosing Materials, Inc., Items: 3, 5, 6, 9, 10, and 11 Amount: $1.00
Shelly Materials, Inc., Items: 1, 2 and 4, Amount $1.00
Apple-Smith, Corporation, Item: 7, Amount $1.00
SECTION 2. That the expenditure of $3.00 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 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.