Explanation
Background: This ordinance authorizes the Finance and Management Director to enter into an agreement to establish one (1) Catalog Universal Term Contract for the option to purchase Lumber and Related Materials to be used by various City agencies. The term of the proposed option contract is through July 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 July 7, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation RFQ001805). Thirty two (32) bids were solicited; two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible, and best bidder as follows:
Sutherland Lumber Co of Kansas City: CC12776-10029 expires: 11/17/2017 Catalog Award $1.00
Total Estimated Annual Expenditure: $50,000.00
This company is 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 this option contract 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 Designation: This ordinance is being submitted as emergency legislation as there is no current contract to purchase Lumber and there is an immediate need to contract with the companies named herein to quickly and efficiently procure goods.
Title
To authorize the Finance and Management Director to enter into one (1) Universal Term Contract for the option to purchase Lumber and Related Materials with Sutherland Lumber Co of Kansas City; to authorize the expenditure of one (1) dollar to establish the contract from the General Fund ($1.00); and to declare an emergency.
Body
WHEREAS, lumber and related 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 July 7, 2016 and selected Sutherland Lumber Co of Kansas City as the lowest, responsive, responsible and best bidder; 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 contract 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 with Sutherland Lumber Co of Kansas City for the option to purchase lumber and related 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 contract for an option to purchase Lumber and Related Materials through July 31, 2018 with the option to extend for one (1) additional year in accordance with Solicitation RFQ001805.
Sutherland Lumber Co of Kansas City: Catalog Award $1.00
SECTION 2. That the expenditure of $1.00 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.