Explanation
BACKGROUND: This ordinance is for the option to purchase various Portland Cement and Concrete Mixeson an as needed basis by the Finance and Management Department for use by the Division of Public Utilities and all City agencies. These items are used by the Division of Public Utilities to maintain and repair City infrastructure. The term of the proposed option contract will be through October 31, 2013 with the option to extend this contract for One (1) additional year if mutually agreed upon. The Purchasing Office opened formal bids on October 27, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004150). Forty three (43) Bids were solicited: (M1A-4: F1-1). Four (41) Bids were received.
The lowest bidder was deemed non responsive due to terms submitted after the bid opening.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
Sutherland Building Products CC#431009219 (expires 12-21-2011)
Total Estimated Annual Expenditure: $30,000.00
This company is 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, an uninterrupted supply of Portland Cement and Concrete Mixeswill not be maintained and the efficient maintenance of City infrastructure will be threatened.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The various Divisions 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 contracts for the option to purchase various Portland Cement and Concrete Mixes on an as needed basis with Sutherland Building Products; to authorize the expenditure of one dollar to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids October 27, 2011 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 various Portland Cement and Concrete Mixes; and
WHEREAS, these various Portland Cement and Concrete Mixesare necessary to allow the Division of Public Utilities and various other divisions of the City to maintain the operations of the City, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Public Utilities, in that it is immediately necessary to enter into contracts for an option to purchase various Portland Cement and Concrete Mixes, because, without emergency action, an uninterrupted supply of Portland Cement and Concrete Mixes will not be maintained and the efficient delivery of valuable public services will be slowed; 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 various Portland Cement and Concrete Mixes for the term ending October 31, 2013 with the option to extend for One (1) additional year in accordance with Solicitation No. SA004150 as follows:
Sutherland Building Products Items 1;1A;2;2A;3;3A;5;6;6A;7;7A;8;8A;9;9A;10;10A;11;11A;12;12A;14;14A: Amount $1.00
SECTION 2. That the expenditure of $1.00 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.