Explanation
BACKGROUND: To establish a contract for the option to purchase Various Asphalt Emulsions for the Transportation Division, the largest user. The term of the proposed option contract will be three years with an option to renew for one additional year if mutually agreed. Contract expiration date is April 30, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001170). Formal bids were opened on July 1, 2004. Thirty (MAJ:26, M1A:4, F1:0) bids solicited; two (MAJ:2) bids received.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidders:
Phillips Oil Co. Inc., of Ohio, CC#31-0420014
Total Estimated Annual Expenditure: $350,000.00
Northcoast Products, CC#31-1748133
Total Estimated Annual Expenditure: $7,000.00
Both companies are not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery database.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven 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 Purchasing Contract Account. The Transportation Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into a contract for an option to purchase Various Aphalt Emulsions, with Phillips Oil Co., of Ohio and Northcoast Products, to authorize the expenditure of two dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 1, 2004 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, the Transportation Division uses Various Asphalt Emulsions for roadway maintenance and repair; and
WHEREAS, this ordinance is being submitted for consideration as an emergency measure to ensure that the City continues to access an adequate supply of the proper asphalt emulsion regardless of weather for the safety of our community without interruption because without emergency action, no less than thirty-seven days will be added to the procurement cycle. That timing puts the availability of supplies at risk; and
WHEREAS, an emergency exists in the usual daily operation of the Transportation Division in that it is immediately necessary to enter into a contract for an option to purchase Various Asphalt Emulsions, 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Various Asphalt Emulsions in accordance with Solicitation No. SA001170 as follows:
Phillips Oil Co. Inc., of Ohio, Items #1 and #2: Amount: $1.00
Northcoast Products, Item #3: Amount: $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract 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 reasons 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.