Explanation
BACKGROUND: This legislation will modify an existing city-wide contract for Asphalt Emulsions. This contract provides asphalt materials for various City locations. The SS-1h dilute product is a new item to add to the current Asphalt Emulsions UTC. The Department of Public Service is requesting to add the product to the current contract so that crews may pilot the use of the product during the 2017 season. SS-1h is used for allety resurfacing repairs. If the product is effective, the Department of Public Service would add to the specifications for re-bid.
There is currently one (1) supplier awarded this contract and a fixed price quote was provided by the existing vendor. It is necessary to modify an existing city-wide contract with Asphalt Materials Inc. to provide this SS-1h product. The contract (FL006225) was established in accordance with SA005755, and will expire April 30, 2018.
1. Amount of additional funds: The Public Services Department must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need for this type of product was not foreseen at the time the bid was proposed. This is a new product that the department would like to use for alley resurfacing projects.
3. Reason other procurement processes not used: This formal bid was opened April 22, 2015, and the Purchasing Office does not anticipate any better pricing if a new bid was published.
4. How cost was determined: Price will be in accordance with a quote provided by Asphalt Materials, Inc. Terms and conditions are in accordance with the original contract. Research determined the cost was in line with a current ODOT contract #1016-17a with a variance of - $.05 per gallon.
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.
Title
To authorize the Director of Finance and Management to modify the current Universal Term Contract with Asphalt Materials Inc., for Asphalt Emulsion to add the product SS-1h used for alley resurfacing.
Body
WHEREAS, the Purchasing Office entered into one (1) UTC contract for Asphalt Emulsions for use by the Public Service Department and other City agencies; and
WHEREAS, it is necessary to modify the existing contract with Asphalt Materials, Inc., contract number FL006225, to include award for SS-1h dilute as an option to purchase should it become necessary; and
WHEREAS, it has become necessary in the usual daily operation of the Public Service Department to authorize the Finance and Management Director to modify the contract with Asphalt Materials, Inc. to add the option to purchase SS-1h dilute; 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 modify contract number FL006225 with Asphalt Materials, Inc.
SECTION 2. That this modification is in accordance with relevant provisions of Chapter 329 of the Columbus City Code.
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.