Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish four (4) Universal Term Contracts (UTC) for the option to purchase Asphalt Concretes with Kokosing Materials Inc., Apple Smith Corp., Hei-Way LLC., and Shelly & Sands Inc. The Department of Public Service is the primary user for Asphalt Concretes. Asphalt Concretes are used for construction and repair projects throughout the City. The term of the proposed option contracts would be approximately three (3) years, expiring 4/30/2021, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on March 1, 2018.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ007826). Four (4) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Kokosing Materials Inc., CC# 004546 expires 2/27/2020, Items#1, 2, 4, 7-10; $1.00
Apple Smith Corp., CC# 004595 expires 1/31/2020, Items# 1-10; $1.00
Hei-Way LLC, CC#020573 expires 2/27/2020, Items# 8 & 9; $1.00
Shelly & Sands Inc., CC#006043 expires 3/1/2020, Items# 1, 2, 4, 10; $1.00
Total Estimated Annual Expenditure: $600,000.00, Department of Public Service the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance since the current contracts will expire April 30, 2018.
These 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.
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 Finance and Management Director to enter into four (4) Universal Term Contracts for the option to purchase Asphalt Concretes with Kokosing Materials Inc., Apple Smith Corp., Hei-Way LLC., and Shelly & Sands Inc.; to authorize the expenditure of $4.00 from the General Fund; and to declare an emergency. ($4.00).
Body
WHEREAS, the Asphalt Concretes UTC will provide for the purchase of various courses of asphalt concretes and bituminous cold mix for paving projects and repairs; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 1, 2018 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department in that it is immediately necessary to authorize the Finance and Management Director to enter into four (4) Universal Term Contracts for the option to purchase Asphalt Concretes 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 is hereby authorized to enter into the following contracts for the option to purchase Asphalt Concretes in accordance with Request for Quotation RFQ007826 for a term of approximately three (3) years, expiring April 30, 2021, with the option to renew for one (1) additional year, as follows:
Kokosing Materials Inc., Items#1, 2, 4. 7-10; $1.00
Apple Smith Corp., Items# 1-10; $1.00
Hei-Way LLC, Items# 8 & 9; $1.00
Shelly & Sands Inc., Items# 1, 2, 4, 10; $1.00
SECTION 2. That the expenditure of $4.00 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.