..Explanation
BACKGROUND: To establish a contract for the option to purchase Lawn Maintenance Services for the Water Division, the largest user. The term of the proposed option contract will be three years with an option to renew for one additional year if mutually agreed. Contract expiration date is December 30, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001086). Formal bids were opened on March 25, 2004. Ninety-nine (MAJ:84, M1A:15) bids solicited; six (MAJ:5, M1A:1) bids received.
W.A.Q., Inc. submitted a lower numerical bid for Zone 4. However, the savings estimated ($ 9.00 / week) is far less than the cost incurred by administrating another contract. Therefore, it is not in the City's best economic interest to extend a primary award to W.A.Q. Inc. John's Industrial Landscaping remains the lowest overall bidder for all items bid.
The Purchasing Office is recommending award of a contract to the lowest, responsive, responsible and best bidder.
John's Industrial Landscaping, CC#542132085
Total Estimated Annual Expenditure: $320,000.00
This company is not debarred according to the Federal Excluded Parties Listing.
The Purchasing Office is also recommending secondary awards be extended to W.A.Q. Inc. for Zone 3 and Zone 4, and a secondary award for Zone 1 and Zone 2 be extended to Hickman Lawn Care. These contracts would be available for use only in the event the primary contractor is in default and the City is still responsible for the health, safety, and clean appearance of its property.
W.A.Q. Inc., CC#31-1592385
Hickman Lawn Care, CC#31-1432478
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven 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 Contract Account. All City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into a primary contract for an option to purchase Lawn Maintenance Services, with John's Industrial Landscaping as a primary contract, and secondary contracts with W.A.Q. Inc., and Hickman Lawn Care, to authorize the expenditure of three dollars to establish the contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 25, 2004 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, all City agencies use Lawn Maintenance Services to maintain public property in an attractive, safe, and healthy manner, and the current contract is near expiration; and
WHEREAS, this ordinance is being submitted for consideration as an emergency measure to ensure the City's public properties are safely maintained without interruption because without emergency action, no less than thirty-seven days will be added to the procurement cycle and that timing puts the availability of supplies at risk; and
WHEREAS, an emergency exists in the usual daily operation of the Water Division in that it is immediately necessary to enter into a contract for an option to purchase Lawn Maintenance Services, 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Lawn Maintenance Services in accordance with Solicitation No. SA001086 as follows:
John's Industrial Landscaping, Primary Award for all Zones, Amount: $1.00.
W.A.Q. Inc., Secondary Award for Zone 3 and Zone 4, Amount: $1.00.
Hickman Lawn Care, Secondary Award for Zone 1 and Zone 2, Amount: $1.00.
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reasons 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.