Explanation
Background: This legislation is for the option to establish one (1) UTC contract for Portland Cement and Concrete Mixes to be used by various agencies. The term of the proposed option contract is through October 31, 2017. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on June 25, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation SA005921). Fifty-four (54) bids were solicited: (MBR: 1, M1A: 3, F1: 1, AS1: 1). One (1) bid was received (MAJ).
The Purchasing Office is recommending awards to the overall lowest, responsive, responsible, and best bidder as follows:
Sutherland Lumber Co. of Kansas City; CC#430812776, expires 09/04/2015, Categories 1-13, $1.00
Total Estimated Annual Expenditure: $30,000.00
This company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency as the current contract is set to expire on 10/31/2015 and without an emergency action plan, 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 this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase Portland Cement and Concrete Mixes with Sutherland Lumber Co. of Kansas City; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, Portland Cement and Concrete Mixes are used by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 25, 2015 and selected the overall lowest, responsive, responsible, and best bidder; 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 contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain services by supplying Portland Cement and Concrete Mixes, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to enter into contract for the option to purchase Portland Cement and Concrete Mixes so various City agency services are not interrupted; 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 contract for the option to purchase Portland Cement and Concrete Mixes in accordance with Solicitation no. SA005921 for the term expiring October 31, 2017, with the option to extend for one (1) additional year based on mutual agreement.
Sutherland Lumber Co. of Kansas City, Categories 1-13, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level: 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 hereto, which is hereby made a part hereof, this ordinance is hereby declared to be and 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.