Explanation
BACKGROUND: For the option to purchase Winter Asphalt Materials for various city agencies, with the Public Service Department, Transportation division the largest user. The term of the proposed option contract would be through April 30, 2008. The Purchasing Office opened formal bids on October 5, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002656). Eight bids were solicited (MAJ: 8, MIA: 2); One (MAJ: 1) bid was received.
The 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.
The Purchasing Office is recommending award of 1 contract to the lowest, responsive, responsible and best bidder:
Apple-Smith Corporation, MAJ, CC#31-1012654, exp. 8/16/09, Estimated expenditure: $75,000.00
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 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 UTC Account. City departments will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into a contract for the option to purchase Winter Asphalt Materials with Apple-Smith Corporation to authorize the appropriation and expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 25, 2007 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 and 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contract for city agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure winter asphalt materials are supplied without interruption to public roadway and street projects, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the city agencies, the Department of Public Service/Transportation Division, the largest user, in that it is immediately necessary to enter into a contract for the option to purchase winter asphalt materials 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 and directed to enter into the following contract for an option to purchase Winter Asphalt Materials in accordance with Solicitation No. SA002656 as follows:
Apple-Smith Corporation Items: 1, 2, and 3, Amount: $1.00
SECTION 2. That the appropriation and expenditure of $1.00 is hereby authorized from Purchasing UTC Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.