Explanation
BACKGROUND: This ordinance is for the option to purchase Lawn Mowing Serviceson an as needed basis for the Department of Public Utilities, the largest user, and for other City agencies as needed. This mowing contract is necessary to maintain City properties in a safe, efficient and attractive condition. The term of the proposed option contracts will be through February 28, 2015 with the option to extend this contract for One (1) additional year if mutually agreed upon. The Purchasing Office opened formal bids on March 15, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004299). One hundred fourteen (114) Bids were solicited: (M1A-15). Seventeen (17) Bids were received (M1A-4).
After awarding to the lowest bidder for Zones 1 and 2, City Council approved these contracts through Ordinance 0707-2012, passed April 16, 2012. After mowing the grass for the first time, the lowest bidder informed the City that they could not properly perform the contract as required. The City will negotiate a settlement with said bidder to compensate the City for the bidder's failure to perform its contractural obligation. However, it is still necessary to contract with another vendor. Therefore, the Purchasing Office is recommending award to the next lowest, responsive, responsible and best bidders for Zones 1 and 2:
The Alpha Group of Delaware, Inc CC#310810220 (expires 3-22-2014)
Peterson Lawn Care & Landscape Maintenance CC#161718181 (expires )
Total Estimated Annual Expenditure: $125,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because the grass mowing season has started. The contractor originally awarded these areas had begun cutting when they discovered they could not perform the contract as required.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Department of Public Utilities and other 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 contracts for the option to purchase Lawn Mowing Services on an as needed basis with The Alpha Group of Delaware, Inc., and Petersons Lawn Care & Landscape Maintenance; 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 March 15, 2012 and selected the lowest responsive, and 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 purchase of Lawn Mowing Services; and
WHEREAS, these Lawn Mowing Services are necessary to allow the Department of Public Utilities to maintain City facilities in a safe, efficient and attractive condition, 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 Utilities, in that it is immediately necessary to enter into contracts for an option to purchase Lawn Mowing Services, so that necessary services occur during the mowing season, 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 contracts for an option to purchase Lawn Mowing Services for the term ending February 28, 2015 with the option to extend for One (1) additional year in accordance with Solicitation No. SA004299 as follows:
The Alpha Group of Delaware, Inc., Zone 2: Amount $1.00
Peterson Lawn Care & Landscape Maintenance, Zone 1: 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 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.