City of Columbus - File #: 1466-2009

• File #: 1466-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 10/23/2009
• In control: Public Service & Transportation Committee
• On agenda: 11/9/2009
• Final action: 11/11/2009
• 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)

Date	Ver.	Action By	Action	Result
11/11/2009	1	ACTING MAYOR	Signed
11/11/2009	1	CITY CLERK	Attest
11/9/2009	1	Columbus City Council	Approved	Pass
11/9/2009	1	COUNCIL PRESIDENT	Signed
10/29/2009	1	EBOCO Reviewer	Sent for Approval
10/29/2009	1	ODI DIRECTOR	Reviewed and Approved
10/29/2009	1	Finance Drafter	Sent for Approval
10/29/2009	1	Auditor Reviewer	Reviewed and Approved
10/29/2009	1	CITY AUDITOR	Reviewed and Approved
10/29/2009	1	Finance - Purchasing Drafter	Sent for Approval
10/29/2009	1	CITY ATTORNEY	Reviewed and Approved
10/29/2009	1	Finance Drafter	Sent for Approval
10/28/2009	1	FINANCE DIRECTOR	Reviewed and Approved
10/28/2009	1	Finance Drafter	Sent for Approval
10/27/2009	1	Finance Reviewer	Reviewed and Approved
10/26/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved
10/23/2009	1	Finance - Purchasing Drafter	Sent for Approval

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 ...