Explanation
BACKGROUND: For the option to purchase Various Asphalt Concretes for the Department of Public Service, Division of Transportation, the largest user, and other city agencies. The term of the proposed option contracts would be through April 30, 2011 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA002760. The Purchasing Office opened formal bids on January 31, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002760). Fifteen bids were solicited (MAJ: 12, FBE: 1; MBE: 2); 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 & Sands., MAJ, CC#31-4351261, exp. 2/19/2010
Kokosing Materials MAJ, CC#31-0980603, exp. 1/05/2010
Apple-Smith Corporation, MAJ, CC# 31-1012654, exp. 8/16/2009
Total Estimated Annual Expenditure: $600,000.00
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Purchasing Contract Account. The Department of Public Service and other city departments will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into three contracts for the option to purchase Various Asphalt Concretes with The Apple-Smith Corporation, Shelly & Sands, Inc. and Kokosing Materials, Inc., to authorize the expenditure of three dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 31, 2008 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 and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of 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/Transportation Division 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 and directed to enter into the following contracts for the option to purchase Various Asphalt Concrete for the term ending April 30, 2011 with the option to extend for one additional year in accordance with Solicitation No. SA002760 as follows:
Kokosing Materials, Inc., Items: 3, 5, 10, 11 and 12, Amount: $1.00
Shelly & Sands, Inc., Items: 1, 2 and 4, Amount $1.00.
Apple-Smith Corporation, Items: 6, 7, and 8, Amount $1.00
SECTION 2. That the appropriation and expenditure of $3.00 is hereby authorized from the Purchasing UTC 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 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.