Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into a contract for the option to purchase Winter Asphalt Hot Mix for the Department of Public Service. The term of the proposed option contract will be through April 30, 2015 in accordance with formal bid solicitation SA005539. The materials will be used for roadway repair and maintenance during cold weather months. The Purchasing Office opened formal bids on August 28, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005539). Twenty-five (25) bids were solicted (23-MAJ, 2-MBR). One bid was received.
The Purchasing Office is recommending award of a contract to the lowest, responsive bidder:
The Apple-Smith Corporation, CC#311012654, Expiration: 6/14/2015. Estimated Annual Expenditure: $1200.00
This 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.
This ordinance is being submitted as an emergency because without emergency action Winter Asphalt Hot Mix will not be available and the efforts of the Department of Public Service to continue with roadway maintenance and repairs during cold weather months would be delayed and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. The Department of Public Service will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Winter Asphalt Hot Mix from The Apple-Smith Corporation; to authorize the expenditure of one dollar to establish this contract from the General Fund; and to declare an emergency ($1.00).
Body
WHEREAS, the Department of Public Service has a need for Winter Asphalt Hot Mix for roadway repair and maintenance projects during the cold weather months, and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 28, 2014 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) providing effective option contracts for the Department of Public Service to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Winter Asphalt Hot Mix is available and supplied as needed for the Department of Public Service to provide repairs and maintenance to roadways during cold weather months, that its efforts will not be interrupted, 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 Service in that it is immediately necessary to enter into a contract for the option to purchase Winter Asphalt Hot Mix 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 contract for the option to purchase Winter Asphalt Hot Mix for the Department of Public Service for the term ending April 30, 2015 accordance with Solicitation No SA005539 as follows:
The Apple-Smith Corporation, Both Items: 1 and 2. Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund; Organization Level 1: 45-01, Fund 10, Object Level 3: 2270, OCA: 450047, 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.