Explanation
BACKGROUND: The purpose of this ordinance is to authorize the Director of Finance and Management to enter into an option contract with Truckco for the purchase, pick-up and delivery of Topsoil. This contract will provide the Pickup or Delivery of Topsoil to the Department of Public Utilities, Division of Water, and various other City Agencies on an as needed basis. This contract is necessary to allow proper completion of sewer and waterline repairs and improvement to City properties as required. The term of the proposed option contract will be through July 30, 2018 with the option to extend this contract subject to mutual agreement for one (1) year, in accordance with formal bid RFQ000739. The Purchasing Office opened formal bids on April 21, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding request for quote number: RFQ000739. Thirty-two (32) vendors were solicited. One (1) bid was received.
The Purchasing Office is recommending award of one contract to the responsive, responsible and best bidder:
Truckco, CC# 29-1522741 (expires 3-1-2017)
Total Estimated Annual Expenditure: $100,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
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 this option contract is budgeted in the General Fund. The City Agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase, pick-up or for the delivery of topsoil on an as-needed basis with Truckco; to authorize the expenditure of one dollar ($1.00) to establish this contract from the General Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for various types of topsoil on April 21, 2016 and selected Truckco; 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) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contracts for the Department of Public Utilities, and other city agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, these various types of Topsoil are necessary to allow the Division of Power and Water to complete sewer and waterline repairs and improvement to City properties as required, 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, Division of Power and Water, in that it is immediately necessary to authorize the Finance and Management Director to enter into one contract with Truckco for the option to purchase topsoil 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 topsoil for pickup or delivery for the term ending July 31, 2018 with the option to extend for one additional year in accordance with Solicitation No.: RFQ000739 as follows:
Truckco, All Items: Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Services, Materials and Supplies per the account codes in the attachment of this ordinance 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 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.