Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for routine and emergency street repairs and maintenance throughout the year. The Division uses various asphalt concretes in its surface treatment program to affect repairs and maintenance to streets, gravel alleys, berms, and to patch potholes.
The Purchasing Office has established a citywide universal term contract with Apple Smith Corp., for the purchase of these materials (FL005310). This legislation will authorize the expenditure of $40,000.00 for Winter Asphalt Concrete per the terms and conditions of the universal term contract.
$95,000.00 has already been encumbered from this universal term contract (UT045812). Legislation is required to authorize encumbrance and expenditure over $100,000.00. Addtional encumbrance of funds is necessary to ensure proper supply of asphalt concrete through the upcoming snow season.
The total amount estimated to be expended from this universal term contract is $135,000.00.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Apple Smith Corp.
2. CONTRACT COMPLIANCE
Apple Smith Corp., contract compliance number is 31-1012654 and it expires 8/3/2013.
3. FISCAL IMPACT
Funds in the amount of $40,000.00 are available in the Municipal Motor Vehicle License Tax Fund for this purpose.
4. EMERGENCY DESIGNATION
Emergency action is requested to ensure supply of commidity remains avaiable to use uninterrupted.
Title
To authorize the Director of Finance & Management to establish a purchase order with Apple Smith Corp., for the purchase of Winter Asphalt Concrete, in accordance with the terms and conditions of an established citywide universal term contract for the Division of Planning and Operations; to authorize the expenditure of $40,000.00 from the Municipal Motor Vehicle License Tax Fund; and declare an emergency. ($40,000.00)
Body
WHEREAS, the daily activities of the Division of Planning and Operations require the purchase and use of Winter Asphalt Concrete to effect repairs and maintenance to streets, gravel alleys and berms and to patch potholes on city streets; and
WHEREAS, funds are available in the Municipal Motor Vehicle License Tax Fund for the purchase of Winter Asphalt Concrete; and
WHEREAS, an emergency exists in the usual operation of the Department of Public Service, Division of Planning & Operations, in that it is immediately necessary to authorize expenditures as appropriate, in order to provide for the uninterrupted operation of street maintenance, 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 Director of Finance & Management be and is hereby authorized to establish a purchase order with Apple Smith Corp., 3040 McKinley Ave., Columbus, OH 43204-3653, for the procurement of Winter Asphalt Concrete in an amount not to exceed $40,000.00 for the Division of Planning and Operations in accordance with the terms and conditions of applicable existing citywide universal term contract (FL005310).
SECTION 2. That the expenditure of $40,000.00 or so much thereof as may be needed, be and hereby is authorized from Fund 266, the Municipal Motor Vehicle License Tax Fund, Department 59-11, Division of Planning and Operations, Object Level One Code 02, Object Level Three Code 2262, OCA Codes 591126 ($40,000.00), for the purchase of Winter Asphalt Concrete.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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 ten days after passage if the Mayor neither approves nor vetoes the same.