Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish three (3) Universal Term Contracts (UTC) for the option to purchase Various Mixes of Asphalt Concrete with Decker Construction Co., Shelly Materials Inc., and Hei-Way LLC. The Division of Infrastructure Management is the primary user for Asphalt Concrete mixes. Various mixes of Asphalt Concrete are used to patch and repair streets and alleys throughout the City. The term of the proposed option contracts would be approximately three (3) years expiring 4/30/2024, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on 5/27/2021. In addition, the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO001670.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of section 329 relating to competitive bidding (Request for Quotation No. RFQ018528). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Decker Construction Co., CC#004549 expires 1/2/2022, Items# 1-10, $1.00
Shelly Materials Inc., CC#005586 expires 11/4/2021, Items# 1, 2 & 4, $1.00
Hei-Way LLC, CC#025073 expires 1/6/2022, Items# 7-9, $1.00
Total Estimated Annual Expenditure: $600,000.00, Division of Infrastructure Management, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because it is necessary for an uninterrupted supply of product.
The companies are 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 $3.00 is hereby authorized from General Budget Reservation BRPO001670. 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 three (3) contracts for the option to purchase Various Mixes of Asphalt Concrete with Decker Construction Co,. Shelly Materials Inc., and Hei-Way LLC; to authorize the expenditure of $3.00 from General Budget Reservation BRPO001670; and to declare an emergency. ($3.00).
Body
WHEREAS, the Various forms of Asphalt Concrete UTC will provide for the purchase of mixes of Asphalt Concrete with Decker Construction Co., Shelly Materials Inc., and Hei-Way LLC. Asphalt concrete paving mixes and bituminous cold mixes which are used to repair and patch streets and alleys throughout the City of Columbus; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on 5/27/2021 and selected the overall lowest, responsive, responsible and best bidders; 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 three (3) Universal Term Contracts for the option to purchase Asphalt Concrete mixes, 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 is hereby authorized to enter into the following three (3) contracts for the option to purchase Various types of Asphalt Concrete in accordance with Request for Quotation RFQ018528 for a term of approximately three (3) years, expiring 4/30/2024, with the option to renew for one (1) additional year, as follows:
Decker Construction Co., Items# 1-10, $1.00
Shelly Materials Inc., Items# 1,2 & 4, $1.00
Hei-Way LLC, Items# 7-9, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO001670 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.