Explanation
BACKGROUND: This ordinance is for the creation a Universal Term Contract for the option to purchase compost bulking materials (woodchips) on an as needed basis by the Finance and Management Department for use by the Division of Public Utilities Division of Sewerage and Drainage. These compost bulking materials are necessary on an ongoing basis for use in composting sewage sludge at the Compost Facility. These compost bulking materials are divided into 3 categories as follows: 1) Whole Tree Woodchips 2) Ground Wood Pallet chips and 3) Ground Wood Waste/Yard. The term of the proposed option contract would be through November 30, 2015 with the option to renew for one (1) additional year subject to mutual agreement of both parties. The Purchasing Office opened formal bids on October 10, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation No. SA005124. Twenty Nine (29) bids were solicited: (M1A-3) Two (2) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Item #1- Edwards Landclearing, Inc. CC#341112541 (expires 6-19-2015 )
Items #2 and #3- Ohio Mulch Supply, Inc. CC#311120540 (expires 10-24-2015)
Total Estimated Annual Expenditure: $225,000.00.
These 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.
This ordinance is being submitted as an emergency because, without emergency action, an uninterrupted supply of compost bulking materials (woodchips) will not be maintained and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services and UTC Fund. The Sewerage and Drainage Division 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 contracts for the option to purchase compost bulking materials (woodchips) for the Division of Sewerage and Drainage on an as needed basis with Edwards Landclearing, Inc. and Ohio Mulch Supply, Inc.; to authorize the expenditure of two dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 10, 2013 and selected the lowest responsive, responsible and best bidders; 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 contracts for the Division of Sewerage and Drainage to purchase needed compost bulking materials (woodchips); and
WHEREAS, the contract will be in effect for two (2) years to and including November 30, 2015, with the option to extend for One (1) additional year subject to mutual agreement of both parties: and
WHEREAS, these compost bulking materials (woodchips) are necessary to compost sewage sludge at the Compost facility; and
WHEREAS, an emergency exists in the usual daily operation of the Compost facility, in that it is immediately necessary to enter into contracts for an option to purchase compost bulking materials (woodchips), 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 contracts for the purchase of compost bulking materials (woodchips) for the Division of Sewerage and Drainage on an as needed basis for the term ending November 30, 2015 with the option to extend, subject to mutual agreement of both parties, for One (1) year in accordance with Solicitation No. SA005124 as follows:
Edwards Landclearing, Inc, Item 1; Amount $1.00
Ohio Mulch supply. Inc. Items 2 & 3; Amount $1.00
SECTION 2. That the expenditure of $2.00 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 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.