Explanation
BACKGROUND: This ordinance authorizes the option to Purchase Turf Chemicals and Seeds UTC on an as needed basis by various City departments. The majority of purchases from this contract will be to maintain the City’s six (6) golf courses. A minority of purchases will be made to care for other City lawns, as needed. The term of the proposed option contracts would be through May 31, 2017 with the option to extend this contract subject to mutual agreement for One (1) year. The Purchasing Office opened formal bids on May 14, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of Finance & Management Code. (Solicitation No. SA005837). One hundred (100) bids were solicited: (MAJ-96; M1A-3; MBR-1). Ten (10) bids were received (MAJ -10).
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders as follows:
Advanced Turf Solutions Inc.CC#352152001 (expires 1-31-2016)
Green Velvet Sod Farms, LTD CC#320147746 (expires 4-16/2017)
Technical Choice CC#264249337 (expires 2-26-2016)
Pennington Seed Inc. CC#582394553 (expires 12-12-2016)
John Deere Landscapes CC#364485550 (expires 12-10-2016)
Residex Inc CC#571202840 (expires 5-14-2016)
VETcorp, Inc CC#061786670 (expires 6-24-2017)
TenBarge Seed and Turfgrass Supplies Co. Inc. CC# 351073526 (expires 2/6/2016)
Helena Chemical Company CC#710293688 (expires 3-26-2017)
Total Estimated Annual Expenditure: $250,000.00.
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor’s Findings for Recovery Database.
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 these option contracts are from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Director of Finance and Management to enter into contracts for the option to purchase Turf Chemicals and Seeds with Helena Chemical Company, John Deere Landscapes, VetCorp Inc., Advanced Turf Solutions, Inc., Residex, LLC, Green Velvet Sod Farms LTD., Technical Choice LLC, TenBarge Seed Co. Inc., and Pennington Seed Inc.; to authorize the expenditure of $9.00 to establish the contracts from the General Fund; and to declare an emergency ($9.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 14, 2015 and selected the lowest responsive, 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 Turf Chemicals and Seeds; and
WHEREAS, these Turf Chemicals and Seeds are necessary to allow for the maintenance of City golf courses and other City properties, and
WHEREAS, the contract will be in effect for two (2) years to and including May 31, 2017, with the option to extend for One (1) additional year subject to mutual agreement of both parties; and
WHEREAS, an emergency exists in the usual daily operation of the various City agencies in that it is immediately necessary to enter into contracts for the option to Purchase Turf Chemicals and Seeds, 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 the option to Purchase Turf Chemicals and Seeds on an as needed basis for the term ending May 31, 2017 with the option to extend subject to mutual agreement for One (1) year in accordance with Solicitation No. SA005837 as follows:
Advanced Turf Solutions Inc.: Items 4, 11Alt., 16, 20 Alt., 22 Alt., 24 Alt., 25, 31 Alt., 46, 51, 55, 59 Alt., and 93 Amount $1.00
Technical Choice: Items 17, 80, 90, and 91 Amount $1.00
Green Velvet Sod Farms, LTD: Items 12 Alt., 28, 49, 88, and 95 Amount $1.00
Helena Chemical Co.: Items 1, 7, 10, 13, 14, 19 Alt., 21 Alt., 23 Alt., 27 Alt., 29, 33, 34 Alt., 36 Alt., 37, 38 Alt., 41 Alt., 42, 44, 45 Alt., 47 Alt., 50 Alt., 52, 53, 56, 58, 62 Alt., 63 Alt., 65 Alt., 66 Alt., 67 Alt., 70 Alt., 74, and 79 Alt. Amount $1.00
TenBarge Seed and Turfgrass Supplies Co. Inc.: Item 18 Amount $1.00
John Deere Landscapes items 2 Alt., 6 Alt., 9 Alt., 40, 61 Alt., 71, 75 Alt., 76, 77 Alt., 78, 82, 86, and 87 Amount $1.00)
Residex Inc.: Items 5, 8 Alt., 15, 30, 32, 35 Alt., 43, 48 Alt., 54, 57, 64, 68, 69, 72 Alt., 73, 84, and 92 Amount $1.00
Pennington Seed Inc.: Items 83, 85, and 89 Alt. Amount $1.00
VETcorp, Inc.: Items 3, and 81 Alt. Amount $1.00
SECTION 2. That the expenditure of $9.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund: 10, OCA: 450047, Object Level 3: 2270, to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.