Explanation
BACKGROUND: This legislation is for the option to establish three (3) UTC contracts for Athletic Field Clay and Related Materials for the Recreation and Parks Department, the primary user, and for use at various City recreations locations. This contract will provide for the purchase of both bulk and bagged athletic field materials and the delivery of such. The term of the proposed option contracts would be approximately two years, expiring March 30, 2018, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 28, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ000716). Seventy (70) bids were solicited, three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Natural Sand Company, Inc., CC# 25-1854211 expires 5/4/18, Lines 10, 20, 30 and 80, $1.00
Kurtz Brothers Central Ohio LLC, CC# 20-3524137 expires 4/27/2018, Lines 40, 80 and 90, $1.00
Green Velvet Sod Farms, CC# 32-0147746 expires 4/16/17, Lines 50, 60 and 70, $1.00
Total Estimated Annual Expenditure: $36,000, Recreation and Parks Department, the primary user
The 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. 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 is 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 Finance and Management Director to enter into three (3) contracts for the option to purchase athletic field clay and related materials with Natural Sand Company, Inc., Kurtz Brothers Central Ohio LLC, and Green Velvet Sod Farms; to authorize the expenditure of $3.00 to establish the contracts from the General Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Athletic Field Clay and Related Materials will provide for the purchase of both bulk and bagged materials and delivery for use at various recreational facilities throughout the City of Columbus; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 28, 2016 and selected the overall 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, as there is no current contract for these materials this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Purchasing Office, in that it is immediately necessary to authorize the Director enter into three (3) contracts for the option to purchase Athletic Field Clay and Related Materials, 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 Athletic Field Clay and Related Materials in accordance with Request for Proposal RFQ000716 for a term of approximately two years, expiring March 30, 2018, with the option to renew for one (1) additional year, as follows:
Natural Sand Company, Inc., Lines 10, 20, 30 and 80, $1.00
Kurtz Brothers Central Ohio LLC, Lines 40, 80 and 90, $1.00
Green Velvet Sod Farms, Lines 50, 60 and 70, $1.00
SECTION 2. That the expenditure of $3.00 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 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.