Explanation
BACKGROUND: This ordinance is for the option to purchase various types of Topsoil for pick up or delivery on an as needed basis by the Division of Water, the largest user and various other City Agencies. This contract is necessary to allow proper completion of sewer and waterline repairs and improvement to City properties as required. The term of the proposed option contract will be through June 30, 2014 with the option to extend this contract subject to mutual agreement for One (1) year. The Purchasing Office opened formal bids on June 7, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004413,). Thirty seven (37) Bids were solicited (MBR-1:M1A-6). Three (3) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Jones Fuel Co., DBA Jones Topsoil LLC CC#314220120 (expires 5-25-2012)
Kurtz Brothers Central Ohio, LLC CC#203524137 (expires 11-2-2012)
Total Estimated Annual Expenditure: $100,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because the specification review process took longer than anticipated and the current contract expires on June 30, 2012. A delivery system where topsoil was to be conveyed to the needed areas was evaluated but not chosen when it was determined that this would reduce competition and increase the total costs.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Division of Fleet Management 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 contract for the option to purchase various types of Topsoil for pick up or delivery on an as needed basis with Jones Fuel DBA Jones Topsoil and Kurtz Brothers of Central Ohio, LLC; to authorize the expenditure of Two dollars 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 June 7, 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 various types of Topsoil for pick up or delivery; and
WHEREAS, these various types of Topsoil are necessary to allow the Division Power and Water to complete sewer and waterline repairs and improvement to City properties as required, this is being submitted for consideration as an emergency measure; and
WHEREAS, the contract will be in effect for two (2) years to and including June 30, 2014, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Power and Water, in that it is immediately necessary to enter into contracts for an option to purchase various types of Topsoil for pick up or delivery so that the City's ability to complete sewer and waterline repairs and improvement to City properties as required is maintained 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 various types of Topsoil for pick up or delivery for the term ending June 30, 2014 with the option to extend subject to mutual agreement for One (1) year in accordance with Solicitation No. SA004413 as follows:
Jones Fuel Co., DBA Jones Topsoil., Items 1, 2 and 4: Amount $1.00
Kurtz Brothers Central Ohio., Item 3 and 4: 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.