Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish three (3) Universal Term Contracts (UTC) for the option to purchase Athletic Field Clay with Advanced Turf Solutions, Green Velvet Sod Farms, and Kurtz Bros of Central Ohio. The Department of Recreation and Parks is the primary user for Athletic Field Clay. Athletic Field Clays are used at Berliner and Anheuser Busch Sports Parks on the Ball fields. The term of the proposed option contracts would be approximately two years, expiring 3/31/2021, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on January 31, 2019. In addition, the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO000978.
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. RFQ011098). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Advanced Turf Solutions, CC#007111 expires 1/31/2021, items# 1, 1A, 2, 2A, 3, 3A, 3Alternative, 3A Alternative; $1.00
Green Velvet Sod Farms, CC#006257 expires 1/18/2021, items# 5, 5A, 5B, 5C, 6, 6A, 7, 7A; $1.00
Kurtz Bros of Central Ohio, CC#001253 expires 1/31/2021, items# 4, 4A, 4B, 4C; $1.00
Total Estimated Annual Expenditure: $36,000, Department of Recreation and Parks, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because without the Agency will not be able to purchase these materials from any other contract.
The company's 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: The expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO000978. 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 three (3) contracts for the option to purchase Athletic Field Clay with Advanced Turf Solution, Green Velvet Sod Farms, and Kurtz Bros of Central Ohio; to authorize the expenditure of $3.00 from General Budget Reservation BRPO000978; and to declare an emergency. ($3.00).
Body
WHEREAS, the Athletic Field Clay UTCs will provide for the purchase of field clay and materials used in sports parks within the City; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 31, 2019 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to authorize the Finance and Management Director to enter into three (3) Universal Term Contract for the option to purchase Athletic Field Clay, 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 Athletic Field Clay in accordance with Request for Quotation RFQ011098 for a term of approximately two years, expiring 3/31/2021, with the option to renew for one (1) additional year, as follows:
Advanced Turf Solutions, items# 1, 1A, 2, 2A, 3, 3A, 3Alternative, 3A Alternative; $1.00
Green Velvet Sod Farms, items# 5, 5A, 5B, 5C, 6, 6A, 7, 7A; $1.00
Kurtz Bros of Central Ohio, items# 4, 4A, 4B, 4C; $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO000978 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.