Explanation
BACKGROUND: To establish a contract for the option to purchase Winter Asphalt for the Transportation Division, the largest user. The term of the proposed option contract will be through April 30, 2007 with an option to renew for one additional year if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001341). Formal bids were opened on November 4, 2004. Twenty-five (MAJ:21, M1A:4, F1:0) bids were solicited; one (MAJ:1) bid received. The pricing received in this bid is acceptable to the Public Service Department, Division of Transportation and the Purchasing Office.
The Purchasing Office is recommending award of a contract to:
The Apple-Smith Corporation, Contract Compliance #31-1012654
Total Estimated Annual Expenditure: $75,000.00
This company is not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Database.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Transportation Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into a contract for an option to purchase Winter Asphalt with The Apple-Smith Corporation, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 4, 2004 for the purchase of Winter Asphalt (including asphalt concrete and bituminous aggregate base); and
WHEREAS, this ordinance addresses Purchasing objectives 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, the Transportation Division requires Winter Asphalt be available for immediate pickup by City crews as needed to maintain City streets during the winter season; and
WHEREAS, an emergency exists in that it is immediately necessary to enter into a contract for an option to purchase Winter Asphalt, 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Winter Asphalt in accordance with Solicitation No. SA001341 as follows:
The Apple-Smith Corporation; All Items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, 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 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.