Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Asphalt Emulsions with Asphalt Materials Inc. The Division of Public Service is the primary user of asphalt emulsions. Asphalt emulsions are used to repair roadways throughout the City. The term of the proposed option contract would be approximately two (2) years, expiring 4/30/2020, with no renewal option. The Purchasing Office opened formal bids on February 15, 2018.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code 329 relating to competitive bidding, (Request for Quotation No. RFQ007768). One (1) bid was received. Because of an error in the commodity code, some suppliers were not notified of the bid opportunity. Re-bidding would not be practical as this material is needed in the spring and summer for the Department of Public Serivce paving and re-surfacing programs and the current contract expires April 30, 2018.
In agreement with the awarded supplier, the Purchasing Office is reducing the term of the contract to two (2) years without renewal options. By reducing the term, it will allow the City of Columbus to re-bid the contract in a shorter timeframe allowing for additional competition. Becasue the term is being reduced in the contract that is different from the term listed in the bid specifications, the Department of Finance and Management must process a bid waiver.
The Purchasing Office is recommending award to lowest, responsible and best bidder as follows:
Asphalt Materials, Inc., CC# 007012 expires 2/9/2020, all items, $1.00
Total Estimated Annual Expenditure: $900,000, Division of Public Service the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance due to the current contract expiring on 4/30/2018.
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