Explanation
BACKGROUND: For the option to purchase Asphalt Emulsion for the Department of Public Service, Transportation Division, the largest user and for all city agencies. The term of the proposed option contracts would be through April 30, 2010. The Purchasing Office opened formal bids on May 3, 2007. The contract may be extended for one additional year, subject to mutual agreement by both parties.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002394). Nine bids were solicited (MAJ: 9); Two bids were received (MAJ: 2).
The Purchasing Office is recommending award of 2 contracts to the lowest, responsive, responsible and best bidders:
Phillip's Oil Company of Central Ohio, CC#311748133, exp. 4/12/09, Estimated expenditure, $601,500.00
Northcoast Products, CC#208200717, exp.4/18/09, Estimated expenditure, $16,400.00
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
Phillip's Oil Company of Central Ohio was the only bidder for items 1 and 2 and is recommended for award of these items.
Northcoast Products was the only bidder for item 3 and is recommended for award of this item.
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 these option contracts is budgeted in the Purchasing Contract Account. City Departments 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 Asphalt Emulsion with Northcoast Products and Phillip's Oil Company of Central Ohio to authorize the expenditure of four 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 May 3, 2007 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the 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 asphalt emulsion is supplied without interruption to new and existing street and road projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service/Transportation Division in that it is immediately necessary to enter into contracts for an option to purchase Asphalt Emulsion 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 Asphalt Emulsion in accordance with Solicitation No. SA002394 as follows:
Phillip's Oild Company of Central Ohio, Items: 1 and 2. Amount: $1.00
Northcoast Products, Item: 3. 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 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.