Explanation
1. BACKGROUND
The Division of Infrastructure Management is responsible for routine and emergency street repairs and maintenance throughout the year. The Division uses various asphalt concretes in its surface treatment program to repair and maintain streets, gravel alleys, berms, and to patch potholes.
The Purchasing Office has established a citywide universal term contracts under specifications listing MAT03 for the purchase of these materials with three suppliers: Kokosing Materials; Shelly Materials; and Apple Smith Corporation. This legislation will authorize the expenditure of $150,000.00 in total for various asphalt concretes per the terms and conditions of the universal term contracts established with these companies. Purchases of these materials are typically made from the contracted facility closest to the job. Funds in the amount of $150,000.00 will be encumbered for the purpose of these purchases, with purchase orders being issued against the encumbrance to the appropriate supplier on an as-neeeded basis.
Legislation is required to authorize an encumbrance and expenditure over $100,000.00. Additional funds are necessary to ensure the proper supply of asphalt concrete is available for the remainder of the year.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against these organizations.
2. FISCAL IMPACT
Funds in the amount of $150,000.00 are budgeted and available within the Municipal Motor Vehicle License Tax Fund (266) for this purpose.
Title
To authorize the Director of Finance and Management to establish purchase orders for the Division of Infrastructure Management to purchase various asphalt concretes in accordance with the terms and conditions of established citywide universal term contracts; and to authorize the expenditure of $150,000.00 from the Municipal Motor Vehicle License Tax Fund to make these purchases. ($150,000.00)
Body
WHEREAS, the daily activities of the Division of Infrastructure Management require the purchase and use of various asphalt concretes to repair and maintenance streets, gravel alleys and berms and to patch potholes on city streets; and
WHEREAS, the Purchasing office has established universal term contracts to purchase these materials: and
WHEREAS, it is necessary to authorize the Director of Finance and Management to establish purchase orders totaling $150,000.00; and
WHEREAS, funds are budgeted and available in the Municipal Motor Vehicle License Tax Fund for the purchase of various asphalt concretes; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Service to authorize the Director of Finance and Management to establish purchase orders for various asphalt concretes for the Division of Infrastructure Management; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to establish purchase orders totaling $150,000.00 per the terms and conditions of existing UTCs for various asphalt concretes (MAT03) for Division of Infrastructure Management.
SECTION 2. That the expenditure of $150,000.00, or so much thereof as may be needed, is hereby authorized from the Municipal Motor Vehicle License Tax Fund, Fund No. 266, per the accounting codes in the attachment to this ordinance.
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 the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.