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File #: 0609-2020    Version: 1
Type: Ordinance Status: Passed
File created: 3/2/2020 In control: Finance Committee
On agenda: 3/16/2020 Final action: 3/19/2020
Title: To authorize the Finance and Management Director to enter into Universal Term Contracts for the option to purchase Asphalt Materials with Phillips Oil Co. of Central Ohio Inc. and Asphalt Materials Inc.; and to authorize the expenditure of $2.00 from General Budget Reservation BRPO001343. ($2.00).

 Explanation

BACKGROUND:  This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Asphalt Emulsions with Phillips Oil Co. of Central Ohio Inc. and Asphalt Materials Inc. The Department of Public Service is the primary user for Asphalt Emulsions.  Asphalt Emulsions are used for street repair and sealing throughout the City. The term of the proposed option contracts would be approximately two (2) years, expiring April 30, 2022, with the option to renew for one (1) additional year.  The Purchasing Office opened formal bids on February 27, 2020. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001343.                     

 

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. RFQ014755).   Two (2) bids were received. 

 

The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:

 

Phillips Oil Co. of Central Ohio Inc., CC# 001512 expires 2/19/2022, Items# 2, 3 & 5; $1.00

Asphalt Materials Inc., CC# 007012 expires 1/16/2022, Items# 1 & 4; $1.00

 

Total Estimated Annual Expenditure: $150,000.00; Division of Infrastructure Management, the primary user.

 

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 BRPO001343.  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 Universal Term Contracts for the option to purchase Asphalt Materials with Phillips Oil Co. of Central Ohio Inc. and Asphalt Materials Inc.; and to authorize the expenditure of $2.00 from General Budget Reservation BRPO001343. ($2.00).

 

Body

 

WHEREAS, the Asphalt Material Universal Term Contracts will provide for the purchase of various emulsions and fog seal used for street sealing projects; and 

 

WHEREAS, the Purchasing Office advertised and solicited formal bids on February 27, 2020 and selected the overall lowest, 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 Universal Term Contracts for the option to purchase Asphalt Emulsions; 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 Asphalt Emulsions in accordance with Request for Quotation RFQ014755 for a term of approximately two (2) years, expiring April 30, 2022, with the option to renew for one (1) additional year, as follows:

 

Phillips Oil Co. of Central Ohio Inc., Items# 2, 3 & 5; $1.00

Asphalt Materials Inc., Items# 1 & 4; $1.00

 

SECTION 2.  That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001343 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.