Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Crushed Limestone and Gravel Aggregates with Shelly Materials, Inc. and Olen Corporation. The Division of Infrastructure Management is the primary user for Crushed Limestone and Gravel. Gravel and gravel aggregates are used to repair roads, walkways, and other infrastructure projects. The term of the proposed option contracts would be approximately three (3) years, expiring April 30, 2022, with the option to renew for two (2) additional years. The Purchasing Office opened formal bids on February 7, 2019. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001107.
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. RFQ011113). Three (3) bids were received.
The Purchasing Office is recommending award to the most responsive, responsible and best bidders as follows:
Shelly Materials, Inc., CC# 005586 expires November 28, 2019, Items 2, 3, 6-10, 12, 14-16, 19-21, $1.00, Division of Infrastructure Management, the primary user
Olen Corporation, CC# 006147 expires May 4, 2020, Items 1, 4, 5, 11, 17-21, $1.00, Division of Infrastructure Management, the primary user
Green Dream International was the lowest bidder on Items 4, 13, 15 and 18 but the cost difference in the bids received for these products is less than the administrative costs to City agencies of an additional contract and resulting Purchase Orders. In the best interest of the City of Columbus, items #4 and #18 awarded to Olen Corporation, item #13 will not be awarded and Shelly Materials awarded item #15.
Total Estimated Annual Expenditure: $400,000
The 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: The expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001107. 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 two (2) Universal Term Contracts for the option to purchase Crushed Limestone and Gravel Aggregates with Shelly Materials, Inc. and Olen Corporation; and to authorize the expenditure of $2.00 from General Budget Reservation BRPO001107. ($2.00).
Body
WHEREAS, the Crushed Limestone and Gravel Aggregates UTC will provide for the purchase of gravel and aggregates used to repair roads, walkways, and other infrastructure projects; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 7, 2019 and selected the most responsive, responsible and best bidders; and
WHEREAS, it has become necessary in the daily operation of the Department of Public Service to authorize the Director of Finance and Management to enter into two (2) Universal Term Contracts for the option to purchase Crushed Limestone and Gravel Aggregates; 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 Universal Term Contracts for the option to purchase Crushed Limestone and Gravel Aggregates in accordance with Request for Quotation RFQ011113 for a term of approximately 3 years, expiring April 30, 2022, with the option to renew for two (2) additional years, as follows:
Shelly Materials, Inc., Items 2, 3, 6-10, 12, 14-16, 19-21, $1.00
Olen Corporation, Items 1, 4, 5, 11, 17-21, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001107 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.