Explanation
BACKGROUND: This ordinance authorizes the option to purchase Winter Asphalt Hot Mix for the Department of Public Service, Division of Planning and Operation, and other city agencies. The term of the proposed option contract will be through April 30, 2013 in accordance with formal bid SA004499. The Purchasing Office opened formal bids on August 2, 2012. The Winter Asphalt Hot Mix will be used to patch city streets and roadways during the cold weather.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004499). Seventeen (17) bids were solicited (MAJ:13, M1A: 4) Two bids were received (MAJ: 2).
The Purchasing Office is recommending award of one contract to the lowest responsive, responsible and best bidder:
The Apple-Smith Corporation, CC#311012654, exp. 09/30/2013
Total Estimated Annual Expenditure: $110,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action winter asphalt hot mix could be unavailable during the needed season, thereby delaying valuable services to the public.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services, and UTC Fund. The city agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Winter Asphalt Hot Mix with The Apple-Smith Corporation; to authorize the expenditure of one dollar ($1.00) to establish the contract from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 2, 2012 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contract for the Department of Public Service and other city agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Winter Asphalt Hot Mix is supplied without interruption to maintain city streets during the cold weather months, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service/Division of Planning and Operations and other city agencies in that it is immediately necessary to enter into one contract for the option to purchase Winter Asphalt Hot Mix 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 Winter Asphalt Hot Mix for use throughout the City of Columbus for the maintenance and repair of city streets for the term ending April 30, 2013 in accordance with Solicitation No. SA004499 as follows:
The Apple-Smith Corporation: Items: 1 and 2. Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services, and UTC Fund, 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.