Explanation
BACKGROUND: For the option to purchase erosion control materials for the Division of Sewerage and Drainage. These materials are used in maintaining various ditch and drainage control projects for erosion control.
The term of the proposed option contracts are two (2) years, and will be in effect from the date of execution by the City to and including May 31, 2011, with renewal options for one (1) additional year. The Purchasing Office opened formal bids on May 21, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003182. Twenty-eight (28) bids were solicited (F1-1, MBR-0, MIA-0). Four (4) bids were received, and one (1) of the four (4) bids was from a female owned business (Jendco Safety).
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidders:
Johnston-Morehouse-Dickey Co.: CC#250578730 (Expires 01-16-10)
Jendco Safety: CC#311286443 (Expires 01-15-11)
Site Supply: CC#311350146 (Expires 02-13-11)
Meredith Brothers: CC#311031839 (Expires 08-05-10)
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 Mail, Print Services and UTC Fund. The Division of Sewerage and Drainage will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into four (4) contracts for the option to purchase Erosion Control Materials with Johnston-Morehouse-Dickey Co., Jendco Safety, Site Supply and Meredith Brothers to authorize the expenditure of four (4) dollars to establish these contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 21, 2009, and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objectives 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, because these erosion control materials are used to maintain various city ditch and drainage control projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Sewerage and Drainage Division in that it is immediately necessary to enter into a contract for the 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 & Management Director be and is hereby authorized and directed to enter into the following contract(s) for the option to purchase erosion control materials for the term ending May 31, 2011, with the option to renew for one (1) additional year in accordance with SA003182 as follows: (There will be no award for Item 27D as no acceptable bids were received.)
Johnston-Morehouse, Items: 8A, 8B, 9C, 10A, 10B, 12, 13B, 15A, 15B, 15C, 16A, 16B, 16C, 19, 22, 25, 26, 27A, 27B and 27C: $1.00
Jendco Safety, Items: 7, 13A, 17, 18A, 18B and 18C: $1.00
Site Supply, Items: 1, 2, 3, 4, 6, 14 and 28: $1.00
Meredith Brothers, Items: 5, 9A, 9B, 11A, 11B, 11C, 15E, 20, 21, 23 and 24: $1.00
SECTION 2: That the expenditure of $4.00 is hereby authorized from Mail, Print Services & UTC Account, Organization Level 1: 45-01, 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.