Explanation
BACKGROUND: For the option to purchase Winter Asphalt for the Department of Public Service, Division of Planning and Operations. Winter Asphalt is used for repairing streets and roadways in the City of Columbus during the cold weather months. The term of the proposed option contract would be through April 30, 2010. The Purchasing Office opened formal bids on October 8, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003386). Twenty-four bids were solicited (MAJ: 19, F1:1, M1A: 4); Three bids were received (MAJ: 3).
Three bids were received. The bids were for 4 different materials (Items 1, 2, 3 and 4); and for delivery of items 3 and 4. Kokosing Materials was the low bidder on the only item they bid, Item 3, but did not meet the specifications and are not recommended for a contract award. Items 3 and 4 were solicited on this bid to identify a supplier who could provide delivery of the material. The City has an existing contract for these two items but it only allows for the pick-up of the materials. These items will continue to be purchased from the existing contract, as needed.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:
The Apple Smith Corporation, CC#311012654, exp. 7/08/2011
Total Estimated Expenditure: $50,000.00
This 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.
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 Mail, Print Services, and UTC Fund. Public Service will be required to obtain approval to expend from their own appropriations.
Title
To authorize and direct the Finance and Management Director to enter into one contract for the option to purchase Winter Asphalt for the Department of Public Service with Apple Smith Corporation; to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 8, 2009 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 effective option contract for the Department of Public Service to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Winter Asphalt is supplied without interruption to enable the maintenance and repair of city roadways and streets during the cold weather months, 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 a contract for an option to purchase Winter Asphalt 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 the option to purchase Winter Asphalt for the term ending April 30, 2010 in accordance with Solicitation No. SA003386 as follows:
Apple Smith Corporation. Items: 1 and 2: Amount $1.00
SECTION 2. That the expenditure of $1.00 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.