Explanation
BACKGROUND: This ordinance authorizes the option to purchase winter asphalt materials for the Department of Public Service, Planning and Operations Division, the largest user and other city agencies. The term of the proposed option contract will be through April 30, 2014. The Purchasing Office opened formal bids on August 15, 2013. These materials are to be used to pave City streets in the cold weather months.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005066). Seventeen bids were solicited (MAJ: 13, M1A:4); One (MAJ: 1) bids were received.
The company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder for both items 1 and 2:
Apple-Smith Corporation, CC#311012654, exp. 6/14/2015
Total Estimated Annual Expenditure: $140,000.00
This ordinance is being submitted as an emergency because without emergency action this hardware will not be available to pave streets during the winter months and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Winter Asphalt, to authorize the expenditure of one dollar to establish a contract 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 on August 15, 2013 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contract for all city agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Winter Asphalt Materials are available and supplied without interruption throughout the city for street paving, 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, Planning and Operations Division, the largest user and all city agencies, in that it is immediately necessary to enter into a contract for the option to purchase Winter Asphalt 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 to enter into the following contract for the option to purchase Winter Asphalt Materials for use in street pavement repair in the City of Columbus for the term ending April 30, 2014 in accordance with Solicitation No. SA005066 as follows:
Apple-Smith Corporation, Items : 1 and 2; 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.
SECTION3. 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.