Explanation
BACKGROUND: This ordinance is for the option to establish one (1) Universal Term Contract to purchase Weed and Vegetation Management for the Public Utilities Department, Division of Water, the largest user, and various City of Columbus agencies. The term of the proposed option contract would be three (3) years expiring December 30, 2013, with the option to renew for one (1) additional year subject to mutual agreement by both parties. The Purchasing Office opened formal bids on January 13, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003797. Thirty-three (33) bids were solicited (F1-0; MIA-2). The solicitation consisted of various locations within the City which will be serviced for weed and vegetation management; the various locations were divided into five (5) units referred to as "Zones". Four (4) bids were received. One of the bids was non-responsive as the vendor did not sign its bid proposal. The other bid was non-responsive as the vendor did not return all pages of the bid, and did not submit their pricing on the proposal pages. Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder, as follows:
TruGreen LP: award of all Zones, which include: Zone 1 (NE), Zone 2 (NW), Zone 3 (SW), Zone 4 (SE), and Zone 5 (Roadway). CC #36-3734669 (Expires 09/09/2011); $1.00
Total Estimated Annual Expenditure: $80,000.00, various agencies. The Division of Water is the largest user.
This company is 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 the season for weed and vegetation management is quickly approaching and a delay in contracting would negatively impact the efficient delivery of valuable public services.
FISCAL IMPACT: Funding to establish this option contract is budgeted from the Mail, Print Services and UTC Fund. The Division of Water and all other City Agencies will be required to obtain approval to expend from their own appropriations for the estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase Weed and Vegetation Management with TruGreen LP; to authorize the expenditure of $1.00 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 January 13, 2011, and selected the lowest, responsive, responsible and best bidder; 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 effectively maintain their supply chain and service to the public; and
WHEREAS, there is a need for Weed and Vegetation Management services to control weeds and vegetation at various city locations by the Division of Water, and various City Agencies, this is being submitted as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase weed and vegetation management so that these services are available during the proper season, 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 Weed and Vegetation Management for a period of three (3) years, expiring December 30, 2013, with the option to renew for one (1) additional year, upon the mutual agreement of both parties, in accordance with Solicitation No. SA003797, as follows:
TruGreen LP: award of all Zones - Zone 1 (NE), Zone 2 (NW), Zone 3 (SW), Zone 4 (SE) and Zone 5 (Roadway); $1.00
SECTION 2: That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund, Organizational 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.