Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase lumber and wood products with Sutherland Lumber Company of Kansas City. The Department of Finance and Management, Facilities Management Division is the primary user, and various agencies, for lumber and wood products. Plywood, dimensional lumber, panels, and other wood products are used to for repairs, temporary and permanent structures, and securing buildings. The term of the proposed option contract would be approximately two (2) years, expiring September 30, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on August 23, 2018. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ009953). Two bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Sutherland Lumber Company of Kansas City, CC# 007987, expires February 21, 2019, Lumber and Wood Products UTC, $1.00
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because this contract provides plywood and lumber necessary for safe and efficient operation of City facilities.
The 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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978. 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 a contract for the option to purchase lumber and wood products with Sutherland Lumber Company of Kansas City; to authorize the expenditure of $1.00 from General Budget Reservation BRPO000978; and to declare an emergency. ($1.00).
Body
WHEREAS, the Lumber and Wood Products UTC will provide for the purchase of plywood, framing lumber, and wooded posts, used to repairs, temporary and permanent structures, and securing buildings; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 23, 2018, and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase lumber and wood products, 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 is hereby authorized to enter into the following contract for the option to purchase lumber and wood products, in accordance with Request for Quotation RFQ009953 for a term of approximately two years, expiring September 30, 2020, with the option to renew for one (1) additional year, as follows:
Sutherland Lumber Company of Kansas City, Lumber and Wood Products UTC, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978 of this ordinance to pay the cost thereof.
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 for the reason 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.