Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Athletic Field Clay with Chris Shane Company LLC and Heritage Landscape Supply Group, Inc. The Department of Recreation and Parks is the primary user for Field Clay. Athletic Field Clays are used at Berliner and Anheuser Busch Parks on ball fields. The term of the proposed option contracts would be approximately two (2) years, expiring March 31, 2024, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on June 30, 2022. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025.
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. RFQ021992). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Chris Shane Company LLC, CC# 040332 expires 12/01/2023, Items 6, 6A, 7 and 7A, $1.00
Heritage Landscape Supply Group, Inc., CC# 038692 expires 6/01/2024, Items 5B and 5C, $1.00
Total Estimated Annual Expenditure: $40,000.00, 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 to provide an uninterrupted supply of athletic field clay for sports fields and ball diamonds.
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 $2.00 is hereby authorized from General Budget Reservation BRPO002025. 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) contracts for the option to purchase Athletic Field Clay with Chris Shane Company LLC and Heritage Landscape Supply Group, Inc.; to authorize the expenditure of $2.00 from General Budget Reservation BRPO002025; and to declare an emergency. ($2.00).
Body
WHEREAS, the Athletic Field Clay UTC will provide for the purchase of field clay for ball diamonds located in the City’s recreation parks; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 30, 2022 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 necessary to authorize the Finance and Management Director to immediately enter into two (2) Universal Term Contracts with Chris Shane Company LLC and Heritage Landscape Supply Group, Inc. for the option to purchase Athletic Field Clay, to provide an uninterrupted supply of athletic field clay for sports fields and ball diamonds 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 RFQ021992 for a term of approximately two (2) years, expiring March 31, 2024, with the option to renew for one (1) additional year, as follows:
Chris Shane Company LLC, CC#040332, expires 12/01/2023, Items 6, 6A, 7 and 7A, $1.00
Heritage Landscape Supply Group, Inc., CC#038692, expires 6/01/2024, Items 5B and 5C, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025 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.