Explanation
BACKGROUND: The purpose of this ordinance is to authorize the Director of Finance and Management to enter an option contract with Custom Landscape Contractors, LLC for the option for the Purchase, Installation and Maintenance of Trees on an as needed basis by various City departments. This contract will allow the City to replace trees lost to construction operations, insects and disease in the City parklands as well as to allow for the reforestation of reservoir shorelines, natural areas and others as needed. The term of the proposed option contract would be through April 30, 2017 with the option to extend this contract subject to mutual agreement for one (1) year. The Purchasing Office opened formal bids on December 30, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with relevant provisions of the Columbus City Code Chapter 329 (SA006149). Forty-five (45) vendors (43 MAJ, 2 M1A) were solicited and one (1) bid was received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder as follows:
Custom Lawn Care & Landscaping LLC dba Custom Landscape Contractors CC#311747937 (expires 8/18/2017)
Total Estimated Annual Expenditure: $40,000.00.
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor’s Findings for Recovery Database.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. 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 one (1) option contract for Purchase, Installation and Maintenance of Trees with Custom Lawn Care & Landscaping, LLC, dba Custom Landscape Contractors; to authorize the expenditure of one dollar to establish the contract; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 30, 2015 and selected the lowest responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objective 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 contract for the Purchase, Installation and Maintenance of Trees; and
WHEREAS, this Purchase, Installation and Maintenance of Trees is necessary to allow for the replacement of trees lost to insects and disease in the City parks as well as to allow for the placement of trees ordinarily done by the City in other areas, and
WHEREAS, the contract will be in effect for approximately one (1) year up to and including April 30, 2017, with the option to extend for one (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to authorize the Finance and Management Director to enter into a contract with Custom Landscaping Contractors for the option to Purchase, Installation and Maintenance of Trees, so that City operations may continue uninterrupted in an environmentally responsible manner 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 for the Purchase, Installation and Maintenance of Trees on an as needed basis for the term ending April 30, 2017 with the option to extend subject to mutual agreement for one (1) year in accordance with Solicitation No. SA006149 as follows:
Custom Lawn Care & Landscaping LLC, dba Custom Landscape Contractors. All Items $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 in Object Class 03 Services, Materials & Supplies per the account codes in the attachment 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 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.