. .Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Asphalt Emulsions with Asphalt Materials Inc. The Division of Infrastructure Management is the primary user for asphalt emulsions. Asphalt Emulsions are used to patch and repair roads throughout the City of Columbus. The term of the proposed option contract would be approximately two (2) years, expiring June 30, 2026, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 11, 2024. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.18 relating to competitive bidding (Request for Quotation No. RFQ027251). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Asphalt Materials Inc., CC# 007012 expires 1/8/2026, All Items , $1.00
Total Estimated Annual Expenditure: $500,000.00, Division of Infrastructure Management, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to avoid an interruption in the product supply since the quantity of repairs needed throughout the City is greater than the current supply on hand.
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 BRPO002726. 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 Universal Term Contract for the option to purchase Asphalt Emulsions with Asphalt Materials Inc; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Asphalt Emulsions UTC will provide for the purchase of asphalt emulsions used to repair and patch roads as needed; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 11, 2024 and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Asphalt Emulsions to ensure there is no disruption in supply, since the quantity of repairs needed throughout the City is greater than the current supply on hand, all for the immediate preservation of the public health, peace, property, safety, and welfare; and 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 Universal Term Contract for the option to purchase Asphalt Emulsions in accordance with Request for Quotation RFQ027251 for a term of approximately two (2) years, expiring June 30 ,2026 with the option to renew for one (1) additional year, as follows:
Asphalt Materials Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726 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.