Explanation
BACKGROUND: This ordinance authorizes the option to purchase winter asphalt materials for the Department of Public Service, Transportation Division, the largest user, and other city agencies. The term of the proposed option contract will be through April 30, 2012. The Purchasing Office opened formal bids on September 1, 2011. These materials are to be used to pave City streets in the cold weather months.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004063). Seventeen bids were solicited (MAJ: 13, M1A:4); Three (MAJ: 3) bids were received.
The company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
Items 1 and 2 received only one bid. Two bids were received for item 3, bituminous cold mix #405. This material is available at a lower price on an existing Universal Term contract for Various Asphalt Materials. Information became available through this bid process that the #405 material was available year-round on the existing contract. Therefore, it is recommended that the #405 material not be awarded through this bid process as it is in the best interest of the city to use the existing universal term contract to purchase the material.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder for both items 1 and 2:
Apple-Smith Corporation, CC#311012654, exp. 8/03/2013
Total Estimated Annual Expenditure: $110,000.00
This ordinance is being submitted as an emergency because without emergency action this hardware will not be available to pave streets during the winter months 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. City agencies will be required to obtain appr...
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