Explanation
BACKGROUND: This ordinance is for the option to purchase Lawn Mowing Services on an as needed basis for the Department of Public Utilities, the largest user, and for other City agencies as needed. This mowing contract is necessary to maintain City properties in a safe, efficient and attractive condition. The bid allows the agencies to add additional sites, acres and fence line trimming to the scope of work throughout all four (4) Zones. These additional areas that may be added after the contract commence are identified in line item 148-150 of the bid. The term of the proposed option contracts will be through February 28, 2018 with the option to extend this contract for One (1) additional year if mutually agreed upon. The Purchasing Office opened formal bids on February 19, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the Finance & Management Code (Solicitation No. SA005748). One hundred sixty-four vendors were solicited: (MAJ-144); (M1A-20). Seven (7) bids were received (MAJ: 6); (M1A-1).
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
The Landscape Group CC#830473472 (Expires 1/22/2017)
WAQ, Inc, dba Southwest Lawn CC#311592385 (Expires 1/15/2017)
Total Estimated Annual Expenditure: $320,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because without emergency action these services will be delayed and the efforts of the Public Utilities Department and other City departments to maintain City properties in a safe and attractive condition will be slowed. The bid was originally scheduled to open earlier but problems arose in the original bid process and the original bid had to be cancelled.
FISCAL IMPACT: Funding to establish two option contracts is budgeted in the General Fund. The Department of Public Utilities and other City departments will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into Two (2) contracts for the option to purchase Lawn Mowing Services on an as needed basis with The Landscape Group and WAQ, Inc. dba Southwest Lawn; to authorize the expenditure of Two dollars ($2.00) to establish these contracts from the General Fund, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids February 19, 2015 and selected the lowest responsive, and responsible and best bidders; and
WHEREAS, this ordinance addresses 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 purchase of Lawn Mowing Services; and
WHEREAS, these Lawn Mowing Services are necessary to allow the Department of Public Utilities and other City departments to maintain City facilities in a safe, efficient and attractive condition, 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 Utilities and other City departments, in that it is immediately necessary to enter into these contracts for an option to purchase Lawn Mowing Services so that necessary services occur during the mowing season, 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 an option to purchase Lawn Mowing Services for the term ending February 28, 2018 with the option to extend for One (1) additional year in accordance with Solicitation No. SA005748 as follows:
The Landscape Group, Zones 1, 2, and line items 148, 149 and 150: Amount $1.00
WAQ, Inc., dba Southwest Lawn, Zones 3, 4, and line items 148, 149 and 150. Amount &1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund: 10, OCA: 450047, Object Level 3: 2270, 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.