Explanation
This ordinance will authorize the Director of Finance and Management to enter into contract for the purchase of Syngenta golf course chemicals for the Recreation and Parks Department as a result of informal bidding procedures using PR177671.
This ordinance authorizes the City Auditor to appropriate and approve the expenditure for an additional $185,000 in OC (02) and set up a certificate in the amount of $185,000.00 for the purchase of chemicals using an informal bidding process per PR177671.
Background: The division had soil samples completed on all six courses and discovered the turf has developed some resistance issues from repetitive use; essentially the chemicals being used are producing little to no benefit. This is neither cost effective nor an environmentally friendly measure as we need to use more chemicals to get results.
This legislation will authorize the establishment of an ACPO for the future award of the contract for the Syngenta Fall Purchasing Program 2017. In accordance with the section 329.27 of the Columbus City Code, it is in the best interest of the City to waive the City Code Formal Bid procedures. Syngenta offers a fall purchasing program to its vendors that packages chemicals into bundles and offers deep discounts and rebates. In order to take advantage of Syngenta’s fall purchasing program, the order must be placed by December 7, 2017 to be eligible. Timing does not allow for the Recreation and Parks Department to do formal bidding. The five vendors that are used to purchase Syngenta are Advanced Turf, Harrell’s, Helena, Residex and Siteone. The Purchasing Office will conduct informal bidding of the five vendors of the chemicals in the package bundles.
Emergency Justification: An emergency is being requested in order to meet the fall order purchasing program deadline of December 7, 2017.
Benefits to the Public: Golfers benefit by having better turf utilization of safer chemicals providing excellent course conditions, a great product for the customer.
Area(s) Affected: Airport, Mentel, Champions, Raymond, Turnberry, and Wilson Golf Courses.
Master Plan Relation: The Golf Courses continue to support the mission of the Recreation and Parks Master Plan by ensuring a strong customer base with successful on-going revenue producing operations.
Principal Parties: Not available at this time. Informal bids are in process per PR 177671. This ordinance establishes the funding and authorizes the award of the contract to one of the (5) vendors listed on the attached formal bid waiver.
Fiscal Impact: An additional $185,000.00 in appropriation is being requested in the Recreation and Parks Operating Fund 2285 to meet the financial obligations of these expenditures.
Title
To authorize the additional appropriation of $185,000.00 to the Recreation and Parks Operating Fund; to authorize the City Auditor to set up a certificate in the amount of $185,000.00 for the purchase of golf chemicals; to authorize the Director of Finance and Management to enter into contract for the purchase of Golf Course Chemicals for the Recreation and Parks Department; to authorize the expenditure of $185,000.00 from the Recreation and Parks Operating Fund; to waive the formal competitive bidding provisions of the Columbus City Code; and to declare an emergency. ($185,000.00)
Body
WHEREAS, additional appropriation is required and requested as part of this ordinance for these purchases from the existing cash balance within the Recreation and Parks operating Fund 2285; and
WHEREAS, it is necessary that the City Auditor set up a certificate in the amount of $185,000.00 for the purchase of golf chemicals as a result of PR177671; and
WHEREAS, it is in the best interest of the City of Columbus to waive the formal bidding provisions of the Columbus City Code 329 and to enter into contract with supplier as a result of informal bidding procedure and PR177671; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that is is immediately necessary to authorize the Director of Finance and Management to enter into contract with vendors solicited as a result of PR177671 informal bid process for golf course chemicals; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to enter into contract with the vendor who is awarded the bid, as a result of informal bidding process using PR177671, in an amount not to exceed $185,000.00 for the purchase of Golf course chemicals on behalf of the Recreation and Parks Department.
SECTION 2. That the City Auditor is authorized to appropriate an additional $185,000.00 to the Recreation and Parks Operating Fund 2285 from the existing cash balance within Recreation and Parks Department.
See attached DAX appropriation information
SECTION 3. That the City Auditor is authorized to set up a certificate in the amount of $185,000.00 for expenditures in conjunction with various golf course chemical purchases within the Recreation and Parks Department.
SECTION 4. That this Council finds it in the best interest of the City of Columbus to waive the formal competitive bidding provisions of the Columbus City Code Chapter 329 for this contract.
SECTION 5. 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 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. For the purpose stated in Section 1, the expenditure of $185,000.00, or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Operating Fund No. 2285 as follows:
See attached DAX funding Information
SECTION 8. That this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for the expenditure purposes authorized herein and hereby delegates sole and final contracting decisions relative to the determination of lowest, best, most responsive and most responsible vendor(s) to the Director of Recreation and Parks and/or the Director of Finance and Management as a result of informal bidding process and PR177671.
SECTION 9. That for the reasons stated in the preamble hereto, which is hereby made a part thereof, 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 10 days after passage if the Mayor neither approves nor vetoes the same.