Explanation
BACKGROUND: This ordinance authorizes the option to purchase Limestone and Gravel. The primary user is the Department of Public Service, Division of Planning and Operation. The term of the proposed option contracts will be through April 30, 2017 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA005699. The Purchasing Office opened formal bids on January 22, 2015. The Limestone and Gravel will be used for various road construction and repair projects throughout the City of Columbus.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 of City Code relating to competitive bidding process. (Solicitation No. SA005699). Fifty-three (53) bids were solicited (MAJ:43, M1A: 9; F1:1) Two bids were received (MAJ: 2).
The Purchasing Office is recommending award of two (2) contracts to the lowest responsive, responsible and best bidders:
Shelly Materials, Inc., CC#311574851, exp. 1/16/2016
The Olen Corporation, CC#314442564, exp. 1/7/2017
Total Estimated Annual Expenditure: $400,000.00
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action street construction and repair will be delayed and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish two option contracts is budgeted in the General Fund. The city agencies will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into two contracts for the option to purchase Limestone and Gravel with Shelly Materials, Inc., and The Olen Corporation; to authorize the expenditure of two dollars ($2.00) to establish these contracts from the General Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 22, 2015 and selected the lowest responsive, responsible and best bids; 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 contracts 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 Limestone and Gravel are supplied without interruption to support roadway construction and repair throughout the city, 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, in that it is immediately necessary to enter into two contracts for the option to purchase limestone and gravel 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 the option to purchase Limestone and Gravel for the maintenance of roadways and repair projects in the City of Columbus for the term ending April 30, 2017 with the option to extend for one additional year in accordance with Solicitation No. SA005699 as follows:
Shelly Materials, Inc., Items 1, 2, 3, 6, 7, 8, 9, 10, 15, 16, 17, 18, and 21: Amount $1.00
The Olen Corporation, Items: 4, 5, 11 (Pick-up only), 12, 13, 14, and 21: Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund: 10, OCA: 450047, Object Level 3: 2270, to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriate, 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.