Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement for the option to establish two (2) Universal Term Contracts for Absorbent Materials to be used by various City agencies. The term of the proposed option contract is through May 31, 2018. The contract may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on March 31, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ000339). Eighty two (82) bids were solicited; four (4) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidders as follows:
Fastenal Company: CC48415-111513 expires: 12/16/2017 Lines 100 and 110
New Pig Corporation: CC015412 expires: 03/11/2018 Lines 10-60, 80-90, 120-230, 250-300
Total Estimated Annual Expenditure: $30,000.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Fiscal Impact: Funding to establish these option contracts is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Emergency: This ordinance is being submitted as emergency legislation as there is no current contract to purchase absorbent materials and there is an immediate need to contract with the companies named herein to quickly and efficiently procure goods.
Title
To authorize the Finance & Management Director to enter into two (2) Universal Term Contracts for the option to purchase absorbent materials with Fastenal Company and New Pig Corporation; to authorize the expenditure of two (2) dollars to establish the contracts from the General Fund ($2.00); and to declare an emergency.
Body
WHEREAS, absorbent materials are used to maintain facilities and meet other needs by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 31, 2016 and selected Fastenal Company and New Pig Corporation as the lowest, responsive, responsible and best bidders; and
WHEREAS, this ordinance addresses Purchasing objectives 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director to enter into contract for the option to purchase absorbent materials so various City agency services are not interrupted; 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 absorbent materials through May 31, 2018 with the option to extend for one (1) additional year in accordance with Solicitation RFQ000339;
Fastenal Company: FEID#41-0948415: Lines 100 and 110 $1.00
New Pig Corporation: FEID#23-2363423: Lines 10-60, 80-90, 120-230, 250-300 $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 3. That for the reason stated in the preamble hereto, 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.