Explanation
BACKGROUND: This ordinance authorizes the option to purchase Asphalt Emulsions for the Department of Public Service, Division of Planning and Operation and all city agencies. The term of the proposed option contracts will be through April 30, 2015 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA004724. The Purchasing Office opened formal bids on January 3, 2013. Asphalt Emulsions is used for repair applications on city roadways.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004724). Eighteen (18) bids were solicited (MAJ: 16, M1A: 2) Two bids were received (MAJ: 2).
The Purchasing Office is recommending award of two contracts to the lowest responsive, responsible and best bidders:
Asphalt Materials, Inc., CC#351002095, exp. 3/20/14
Phillips Oil of Central Ohio, Inc., CC#208200717, exp. 11/8/13
Total Estimated Annual Expenditure: $675,750.00
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.
This ordinance is being submitted as an emergency because without emergency action street maintenance will be delayed and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish two option contracts is budgeted in the Mail, Print Services, and UTC Fund. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into two contracts for the option to purchase Asphalt Emulsion with Phillips Oil of Central Ohio, Inc.; Asphalt Materials, Inc. and to authorize the expenditure of two dollar ($2.00) to establish these contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 3, 2013 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 an effective option contracts for the Department of Public Service, and other city agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Asphalt Emulsion is supplied without interruption to support roadway maintenance throughout the city, 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 two contracts for the option to purchase Asphalt Emulsion 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 Asphalt Emulsion for the maintenance of roadways in the City of Columbus for the term ending April 30, 2015 with the option to extend for one additional year in accordance with Solicitation No. SA004724 as follows:
Phillips Oil Company of Central Ohio, Inc., Items: 1 and 3. Amount $1.00
Asphalt Materials, Inc., Item: 2: Amount $1.00
SECTION 2. That the expenditure of $2.00 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.