Explanation
BACKGROUND: This ordinance authorizes the option to purchase Traffic Detector Loop Sealant for the Department of Public Service, Division of Planning and Operation. The term of the proposed option contract will be through October 31, 2014 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA004484. The Purchasing Office opened formal bids on July 12, 2012. The traffic detector loop sealant is used for the installation of traffic signal loop detectors along city roadways.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004484). Forty-nine (49) bids were solicited (MAJ: 48, F1: 2); Four bids were received (MAJ: 3: F1:1).
The specifications stated that items 1 and 2 would be awarded to overall low bidder for both items. Key Cable and Supply was the low bidder for item number 2 but not item number 1. Therefore this company is not recommended for an award for either item. Traffic Control Products, Inc. was the overall low bidder.
The Purchasing Office is recommending award of one contract to the lowest responsive, responsible and best bidder:
Traffic Control Products, Inc., CC#341374949, exp. 7/18/13
Total Estimated Annual Expenditure: $20,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action traffic signal installations along City of Columbus streets will be delayed and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services, and UTC Fund. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Traffic Signal Detector Loop Sealant with Traffic Control Products, Inc.; to authorize the expenditure of one dollar ($1.00) to establish the contract from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 12, 2012 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contract for the Department of Public Service and to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Detector Loop Sealant is supplied without interruption to support roadway traffic signal installations throughout the city, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service/Division of Planning and Operations in that it is immediately necessary to enter into one contract for the option to purchase Traffic Detector Loop Sealant 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 be and is hereby authorized to enter into the following contract for the option to purchase Traffic Detector Loop Sealant for the installation of roadway traffic detectors for the City of Columbus for the term ending October 31, 2014 with the option to extend for one additional year in accordance with Solicitation No. SA004484 as follows:
Traffic Control Products, Inc., Items: 1 and 2. Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services, and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, 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.