Explanation
BACKGROUND: For the option to purchase Traffic Sign Posts and Street Name Sign Posts for the Department of Public Service, Division of Planning and Operations, the largest user. Traffic signs and street signs are affixed to traffic sign posts and street sign posts respectively to provide traffic information and identify streets. The term of the proposed option contracts would be through September 30, 2011 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003415. The Purchasing Office opened formal bids on October 29, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003415). Forty-five bids were solicited (MAJ: 42, F1: 1; M1A: 2); Two bids were received (MAJ: 2).
The Purchasing Office is recommending award of two contracts to the lowest responsive, responsive, and best bidders:
Firelands Supply Company, CC#341728477, exp 10/16/2011.
Allied Municipal Supply, CC#611423333, exp. 11/10/2011
Total Estimated Annual Expenditure: $57,000.00
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize and direct the Finance and Management Director to enter into two contracts for the option to purchase Traffic Sign Posts and Street Name Sign Posts for the Department of Public Service with Allied Municipal Supply and Firelands Supply Company; to authorize the expenditure of two dollars to establish the contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 29, 2009 and selected the lowest responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Service to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Sign Posts and Street Name Sign Posts are supplied without interruption to enable the installation of traffic signs and street name signs, 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 contracts for an option to purchase Traffic Sign Posts and Street Name Sign Posts 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 and directed to enter into the following contracts for the option to purchase Traffic Sign Posts and Street Name Sign Posts for the term ending September 30, 2011 with the option to extend for two additional one-year periods in accordance with Solicitation No. SA003415 as follows:
Firelands Supply Company, Items: 1 through 9 and 22, 23, 24 and 25. Amount $1.00
Allied Municipal Supply, Items: 10 through 21. Amount $1.00
SECTION 2. That the expenditure of $2.00 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.