Explanation
The purpose of this legislation is to authorize the Director of Finance and Management to establish a purchase order to pay invoices for winter asphalt purchased from Apple-Smith Corporation for the Division of Power and Water and to waive the requirements of competitive bidding per Columbus City Code Section 329.27.
On December 2004 the Purchasing Office established a Universal Term Contract for the purchase of winter asphalt (FL002417) with Apple-Smith Corporation. The expiration date of this contract was April 30, 2007. On February 23, 2007 the distribution maintenance section established funding from this contract via purchase order UT027184 in the amount of $25,000.00. The personnel in the distribution maintenance section inadvertently exceeded the amount of the certified purchase order and also ordered winter asphalt from the purchase order after it had expired, thereby creating a situation in which the section purchased, received and used the winter asphalt without a certified purchase order. When the error was discovered in May 2007 the invoices totaled $13,586.47. A purchase order (FP014527) was issued to pay these invoices in a timely manner, however since that time additional invoices in the amount of $6,673.36 have been presented by Apple-Smith Corporation. The total amount of all invoices is $20,259.83.
Purchasing the winter asphalt without a certified purchase order has no defensible explanation. The distribution maintenance section personnel made an honest mistake. Management has discussed the issue with them and has stressed to them the importance of insuring that they have a certified purchase order prior to ordering material in the future.
This legislation is requesting that the Director of Finance and Management establish a purchase order in the amount of $6,673.36 to pay for the obligation owed to Apple-Smith Corporation, 3040 McKinley Ave., Columbus, Ohio 43204 to cover payment of invoices related to the inadverte...
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