City of Columbus - File #: 0424-2011

• File #: 0424-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/8/2011
• In control: Public Service & Transportation Committee
• On agenda: 4/4/2011
• Final action: 4/7/2011
• Title: To authorize the Finance and Management Director to enter into two contracts for the option to purchase Limestone and Gravel Aggregates with Shelly Materials, Inc. and Olen Corporation; 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)

Date	Ver.	Action By	Action	Result
4/7/2011	1	CITY CLERK	Attest
4/6/2011	1	MAYOR	Signed
4/4/2011	1	Columbus City Council	Approved	Pass
4/4/2011	1	COUNCIL PRESIDENT	Signed
3/15/2011	1	Auditor Reviewer	Reviewed and Approved
3/15/2011	1	CITY AUDITOR	Reviewed and Approved
3/15/2011	1	Finance Drafter	Sent for Approval
3/15/2011	1	CITY ATTORNEY	Reviewed and Approved
3/15/2011	1	Finance Drafter	Sent to Clerk's Office for Council
3/14/2011	1	EBOCO Reviewer	Sent for Approval
3/14/2011	1	ODI DIRECTOR	Reviewed and Approved
3/14/2011	1	Finance Drafter	Sent for Approval
3/10/2011	1	FINANCE DIRECTOR	Reviewed and Approved
3/10/2011	1	Finance Drafter	Sent for Approval
3/9/2011	1	Finance Reviewer	Reviewed and Approved
3/8/2011	1	Finance - Purchasing Drafter	Sent for Approval
3/8/2011	1	Finance Reviewer	Reviewed and Approved

Explanation

BACKGROUND: This ordinance authorizes the option to purchase Limestone and Gravel Aggregates for the Department of Public Service, Division of Planning and Operation, the largest user, and other city agencies. The term of the proposed option contracts would be through April 30, 2013 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA003836. The Purchasing Office opened formal bids on February 17, 2011. These materials are primarily used for street maintenance.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003836). Thirty three bids were solicited (MAJ: 25, M1A; 8); Two (MAJ: 2) bids were received.

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.

In addition to recommending each company be awarded the items for which they are the low bidder, Item 16 is recommended for award to both companies. Their plants are located in different areas of the city and by awarding to both plant locations, city personnel can go to the plant location closest to the jobsite where they are working which would result in overall lowest cost for the material. The bid allows for multiple awards for overall cost benefit.

The recommendation is to award items 19 and 20 to both companies as these items are for delivery and this would allow delivery of all items.

The Purchasing Office is recommending award of two contracts to the lowest, responsive, responsible and best bidders:

Shelly Materials, Inc., MAJ, CC# 31574851, exp. 1/29/2012
The Olen Corporation, MAJ, CC#314442564, exp. 2/24/2013
Total Estimated Annual Expenditure: $400,000.00

This ordinance is being submitted as an emergency because without emergency action these materials will not be available for street repairs for th...