Explanation
BACKGROUND: For the option to purchase Erosion Control Materials for all City agencies, Department of Public Utilities, Sewerage and Drainage being the largest user. The term of the proposal option contract would be two years. Contract is through March 31, 2008, with an optional extension for one additional year. The Purchasing Office opened formal bids on December 22, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001851). Twenty eight (MAJ:26, MBE:1, FBE:1) bids were solicited; two (MAJ:2) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Meredith Brothers Inc. MAJ, CC#311031839
Johnston-Morehouse-Dickey Company MAJ, CC#250578730
Estimated annual expenditure of $30,000.00.
The companies are not listed with the Auditor of State for unresolved findings.
This ordinance is being submitted as an emergency because, without emergency action, 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 budgeted in the Purchasing Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into two contracts for the option to purchase Erosion Control Materials with Meredith Brothers, Inc. and Johnston-Morehouse-Dickey Company, to authorize the expenditure of two dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 22, 2005, and selected the lowest, responsive, responsible and best bids; 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure erosion control materials are supplied without interruption, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into contracts for an option to purchase erosion control materials, 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 and directed to enter into the following contracts for an option to purchase Erosion Control Materials in accordance with Solicitation No. SA001851 as follows:
Meredith Brothers Inc. MAJ, CC#311031839, Items No. 2, 3, 4, 10A, 10B, 10C, and 13, Amount: $1.00.
Johnston-Morehouse-Dickey Company MAJ, CC#250578730, Items No. 1, 5, 6, 7, 8A, 8B, 9A, 9B, 9C, 11A, 11B, 11C, 11E, 12A, 12B, 14A, 14B, AND 14C, Amount: $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.