Explanation
BACKGROUND: This ordinance is for the option to purchase Lawn Mowing Serviceson an as needed basis for the Department of Public Utilities, the largest user, and for other City agencies as needed. This mowing contract is necessary to maintain City properties in a safe, efficient and attractive condition. The term of the proposed option contracts will be through February 28, 2015 with the option to extend this contract for One (1) additional year if mutually agreed upon. The Purchasing Office opened formal bids on March 15, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004299). One hundred fourteen (114) Bids were solicited: (M1A-15). Seventeen (17) Bids were received (M1A-4).
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
CleanTurn International, LLC CC#454144939 (expires 2-6-2014)
Property Acquisition Specialists, LLC CC#271432162 (expires 2-21-2014)
WAQ, Inc, dba Southwest Lawn CC#311592385 (expires 2-28-2013)
Total Estimated Annual Expenditure: $320,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because the grass mowing season has started. The bid was originally scheduled to open earlier but problems arose in the original bid process and the original bid had to be cancelled.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Department of Public Utilities and will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contracts for the option to purchase Lawn Mowing Services on an as needed basis with CleanTurn International, LLC, Property Acquisition Specialists, LLC, and WAQ, Inc dba Southwest Lawn; to authorize the expenditure of Three dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids March 15, 2012 and selected the lowest responsive, and responsible and best bidders; and
WHEREAS, this ordinance addresses Purchasing objective 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 the purchase of Lawn Mowing Services; and
WHEREAS, these Lawn Mowing Services are necessary to allow the Department of Public Utilities to maintain City facilities in a safe, efficient and attractive condition, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, in that it is immediately necessary to enter into contracts for an option to purchase Lawn Mowing Services so that necessary services occur during the mowing season, 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 and Management Director be and is hereby authorized to enter into the following contracts for an option to purchase Lawn Mowing Services for the term ending February 28, 2015 with the option to extend for One (1) additional year in accordance with Solicitation No. SA004299 as follows:
CleanTurn International, LLC, Zones 1 and 2: Amount $1.00
Property Acquisition Specialists, Zone 3: Amount $1.00
WAQ, Inc, dba Southwest Lawn, Zone 4. Amount &1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reason 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.