Explanation
BACKGROUND: This ordinance authorizes the option to purchase Thermoplastic Pavement Marking Materials for the Department of Public Service, Division of Planning and Operation, the largest user, and for all city agencies. The term of the proposed option contract will be through December 31, 2012 with the option to extend an additional one year period, subject to mutual agreement by both parties, in accordance with formal bid SA003907. The Purchasing Office opened formal bids on April 21, 2011. These items are to provide for retroreflective pavement marking materials for concrete and asphalt for the maintenance and resurfacing of roadway projects throughout the City.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003907). Sixteen bids were solicited (MAJ: 16); Two (MAJ: 2) bid was received.
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.
The bid allows for the award to a primary and secondary supplier to allow for the continuity of supply in a market where shortages have occurred. The recommendation is to award to Ennis Paint Inc., dba Ennis Traffic Safety Solutions, as primary and Swarco Industries, Inc. as secondary supplier.
The Purchasing Office is recommending award of two contracts to the lowest, responsive, responsible and best bidder:
Ennis Paint, Inc., dba Ennis Traffic Safety Solutions, CC#752657523, exp. 4/27/13
Swarco Industries, Inc., CC# 330169259, exp. 7/8/11
Total Estimated Annual Expenditure: $500,000.00
This ordinance is being submitted as an emergency because without emergency action these materials will not be available to install thermoplastic roadway materials for roadway maintenance and resurfacing during good weather periods 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 the Finance and Management Director to enter into contracts for the option to purchase Thermoplastic Pavement Marking Materials with Ennis Paint, Inc, dba Ennis Traffic Safety Solutions and Swarco Industries, Inc.; to authorize the expenditure of two dollars 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 April 21, 2011 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 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Service and all city agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Thermoplastic Pavement Marking Materials are supplied without interruption for application on resurfacing and maintenance roadway projects during good weather periods 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 and all city agencies in that it is immediately necessary to enter into two contracts for the option to purchase Thermoplastic Pavement Marking Materials 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 contracts for the option to purchase Thermoplastic Pavement Marking Materials for roadway maintenance and resurfacing applications for the term ending December 31, 2012 with the option to extend for one additional one year period in accordance with Solicitation No. SA003907 as follows:
Primary - Ennis Paint, Inc. dba Ennis Traffic Safety Solutions, Items : 1-7, Amount: $1.00, and
Secondary - Swarco Industries Inc., Items: 1-3, and 5-7. 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.