Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Moist Clay and Glazes with Columbus Clay. The Recreation and Parks Department is the primary user for Moist Clay and Glazes and related items used at various Recreation and Parks locations. The term of the proposed option contract would be approximately two (2) years, expiring July 31, 2021, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on May 30, 2019. In addition, the expenditure of $1.00 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. RFQ012349). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Columbus Clay, CC# 004691, expires 9/11/2020, Items 1-25, at discounts specified, $1.00
Total Estimated Annual Expenditure: $25,000.00, Recreation and Parks Department, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the current contract expires on July 31, 2019.
The company is 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 $1.00 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 a Universal Term Contract for the option to purchase Moist Clay and Glazes with Columbus Clay Company; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001107; and to declare an emergency. ($1.00).
Body
WHEREAS, the Moist Clay and Glazes UTC will provide for the purchase of moist clay and glazes and related items used at Recreation and Parks locations ; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 30, 2019 and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Moist Clay and Glazes, 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 contract for the option to purchase Moist Clay and Glazes in accordance with Request for Quotation RFQ012349 for a term of approximately two (2) years, expiring July 31, 2021, with the option to renew for one (1) additional year, as follows:
Columbus Clay Company, Items 1-25, at discounts specified, $1.00
SECTION 2. That the expenditure of $1.00 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 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.