Explanation
BACKGROUND: For the option to purchase Asphalt Emulsion for the Department of Public Service, Division of Planning and Operations and other city agencies. Asphalt Emulsion is used for repairing streets and roadways in the City of Columbus. The term of the proposed option contract would be through April 30, 2012 with the option to extend for one additional year, subject to the approval of both parties. The Purchasing Office opened formal bids on April 1, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003525). Thirteen bids were solicited (MAJ: 11, M1A: 2); Two bids were received (MAJ: 2).
Two bids were received. Phillips Oil Corporation submitted an additional award condition of "all or none." This company was the low bidder for Item 1only. Item 2 is purchased in greater quantity than Item 1, therefore, Aphalt Materials Inc. is the overall lowest bidder and are recommended for award.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:
Asphalt Materials, Inc., CC#351002095, exp. 4/15/2012
Total Estimated Annual Expenditure: $111,930.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
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.
EMERGENCY DESIGNATION: Emergency action is requested as asphalt emulsion is a critical component for emergency pothole repair and its acquisition is necessary for the Department to fulfill its mission.
Title
To authorize and direct the Finance and Management Director to enter into one contract for the option to purchase Asphalt Emulsion with Asphalt Materials, Inc. for the Department of Public Service, the largest user, and other city agencies; to authorize the expenditure of one dollar to establish the contract 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 April 1, 2010 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the 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 contract for the Department of Public Service and other city agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation in the City of Columbus in that it is immediately necessary to pass this ordinance as asphalt emulsion is a critical component for emergency pothole repair and its acquisition is necessary for the Department to fulfill its mission; 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 contract for the option to purchase Asphalt Emulsion for the term ending April 30, 2012 with the option to extend one additional year in accordance with Solicitation No. SA003525 as follows:
Asphalt Materials, Inc. Items: 1 and 2: 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 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 10 days after its passage if the Mayor neither approves nor vetoes the same.