Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish seven (7) Universal Term Contracts (UTC) for the option to purchase Turf and Golf Course Chemicals and Seeds with First Turf and Ornamental, Helena Chemical Company, Siteone Landscape Supply LLC, Harrell's LLC, Residex Inc, Technical Choice LLC and Advanced Turf Solutions Inc. The Division of Golf is the primary user for Turf and Golf Course Chemicals. Turf chemicals and seed are used for all City golf courses and parks to maintain and treat the grass and ponds in all City parks and recreation areas. The term of the proposed option contracts would be approximately three (3) years, expiring May 31, 2021, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 5, 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. RFQ008260). Seven (7) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
First Tuft and Ornamental, CC#025254 expires 4/5/2020, items# 44, 57, 73, 74, 78, 80, &101; $1.00
Helena Chemical Company, CC#009931 expires 3/26/2020, items# 1, 3, 6, 7, 11, 15, 18, 23, 42, 44, 46-48, 50, 52, 53, 55, 57-59, 61-65, 67, 68, 70, 72, 76, 77, 79, 81, 83, 84, 89, 90, 93, 96, 103, 106, &110; $1.00
Siteone Landscape Supply LLC., CC#007380 expires 6/13/2019, items# 2, 4, 5, 8, 12, 21, 24, 25, 37, 38, 40, 41, 43, 44, 51, 54, 58-60, 71,75, 79, 82, 85-88, 94-96, 99, 100, 104, 105, 107, 111, 114, 132, &133; $1.00
Harrell's LLC, CC#020552 expires 3/7/2020, items#9, 14, 16, 44, 50, 53, 57-59, 79, & 96; $1.00
Residex Inc., CC#009433 expires 3/9/2020, items# 10, 13, 20, 22, 23, 36, 42, 44, 48-50, 53, 56-59, 66, 68, 69, 77, 79, 96-98, 102, 115, 118, 120-122, & 129; $1.00
Technical Choice LLC, CC# 002558 expires 4/20/2020, items# 17, 108, 109, 127, 128, & 133; $1.00
Advanced Turf Solutions, CC# 007111 expires 3/28/2020, items# 26-33, 35, 39, 44, 45, 57, & 77; $1.00
No bids were received on items# 19, 34, 117, 119, 123, 125, 126, &131. These items will be bid informally as needed by the agency.
Total Estimated Annual Expenditure: $250,000.00 with the Division of Golf as the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance so that these Universal Term Contracts may be available for use by the Department of Recreation and Parks as soon as practical to maintain the city golf courses and parks.
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 these option contracts 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 seven (7) contracts for the option to purchase Turf and Golf Course Chemicals and Seeds with First Turf and Ornamental, Helena Chemical Company, Siteone Landscape Supply LLC, Harrell's LLC, Residex Inc, Technical Choice LLC and Advanced Turf Solutions Inc.; to authorize the expenditure of $7.00 from the General Fund; and to declare an emergency. ($7.00).
Body
WHEREAS, the Turf and Golf Course Chemicals and Seeds UTC will provide for the purchase of various types of chemicals and seeds to treat and maintain the City golf courses and parks; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 5, 2018 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to authorize the Finance and Management Director to immediately enter into seven (7) Universal Term Contracts for the option to purchase Tuft and Golf Course Chemicals and seeds 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 Turf and Golf Course Chemicals and seeds in accordance with Request for Quotation RFQ008260 for a term of approximately three (3) years, expiring May 31, 2021, with the option to renew for one (1) additional year, as follows:
First Tuft and Ornamental, items# 44, 57, 73, 74, 78, 80 &101; $1.00
Helena Chemical Company, items# 1, 3, 6, 7, 11, 15, 18, 23, 42, 44, 46-48, 50, 52, 53, 55, 57-59, 61-65, 67, 68, 70, 72, 76, 77, 79, 81, 83, 84, 89, 90, 93, 96, 103, 106, &110; $1.00
Siteone Landscape Supply LLC., items# 2, 4, 5, 8, 12, 21, 24, 25, 37, 38, 40, 41, 43, 44, 51, 54, 58-60, 71,75, 79, 82, 85-88, 94-96, 99, 100, 104, 105, 107, 111, 114, 132, &133; $1.00
Harrell's LLC, items#9, 14, 16, 44, 50, 53, 57-59, 79, & 96; $1.00
Residex Inc., items# 10, 13, 20, 22, 23, 36, 42, 44, 48-50, 53, 56-59, 66, 68, 69, 77, 79, 96-98, 02, 115, 118, 120-122, & 129; $1.00
Technical Choice LLC, items#17, 108, 109, 127, 128 & 133; $1.00
Advanced Turf Solutions, items# 26-33, 35, 39, 44, 45, 57, & 77; $1.00
SECTION 2. That the expenditure of $7.00 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.