Explanation
BACKGROUND: For the option to purchase Aluminum Street Sign Blanks for the Division of Transportation, Department of Public Service. The term of the proposed option contract would be from the date of execution through September 1, 2007 with the option to extend for one additional year.
The Purchasing Office solicited 28 vendors for the purchase of Aluminum Street Sign Blanks (SA001666). Of those solicited, 1 was an MBE. The formal bid opened June 16, 2005. There were two proposals received. One proposal was deemed non-responsive as the company failed to return exhibits with their bid that were material to the specifications. The other bidder did not bid on all items and were not low bidder on some of the items they bid. The Division of Transportation, requested that SA001666 be cancelled and that bids submitted by Rocal, Inc. of Frankfort, Ohio and US Standard Sign of Franklin Park, Illinois, be considered on an informal basis and contracts established to each bidder on the items for which they were lowest, and best bidder.
U.S. Standard Sign withdrew from consideration for the informal bid, items #3AZ, #BA, #7AS and #7BA. These items are recommended for award to Rocal, Inc. Items #3M, #3P, 3X, 3Z, #3AB, #3AG and 3#AJ were bid at the same price by both companies. Because US Standard Sign quoted shorter delivery terms, they are recommended for award of these items. There was no quote from either company on items 7AZ, 7BA, 7BB and 7BC. These items will not be awarded.
The Purchasing Office is recommending award of contracts to the lowest responsible, and best bidders:
US Standard Signs Company, MAJ, CC#363859000; and
Rocal, Inc., MAJ, CC#310650779
Estimated Annual Expenditure: $150,000.00
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded contracts according to the Auditor of State Unresolved Findings for Recovery Certified Search. 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 this option contract is budgeted in the Purchasing Contract Account. The Department of Public Service will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into contracts for an option to purchase Aluminum Street Sign Blanks with Rocal, Inc. and US Standard Sign Company, to authorize the expenditure of two dollars to establish contracts from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 16, 2005; and
WHEREAS, US Standard Sign's bid was non-responsive and the City rejected the bid. Rocal, Inc. did not bid all items and did not submit the lowest bid for all items bid. Bids were solicited on an informal basis; and
WHEREAS, this ordinance addresses Purchasing's objectives 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 Division of Transportation to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to avoid a lapse in our ability to provide Aluminum Street Sign Blanks for city signage, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Aluminum Street Sign Blanks, 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 contracts for an option to purchase Aluminum Street Sign Blanks in accordance with an informal bid solicitation as follows:
US Standard Sign Company, Items: 1A, 2A, 2B, 2C, 3C, 3D 3E, 3F, 3G, 3H, 3I, 3J, 3K, 3L, 3M, 3O, 3P, 3T, 3U, 3V, 3W, 3X, 3Y, 3Z, 3AA, 3AB, 3AE, 3AF, 3AG, 3AI, 3AJ, 3AM, 3AO, 3AR, 3AU, 3BD, 3BE, 3BF, 3BG, 3BH, 3BI, 3BJ, 4A, 4B, 4C, 5A, 6A, 6B, 6C, 7A, 7B, 7C, 7D, 7E, 7G, 7H, 7I, 7J, 7K, 7L, 7M, 7N, 7O, 7P, 7Q, 7R, 7S, 7T, 7U, 7V, 7W, 7X, 7Y, 7Z, 7AA, 7AB, 7AC, 7AD, 7AE, 7AF, 7AG, 7AH, 7AI, 7AJ, 7AK, 7AL, 7AM, 7AN, 7AO, 7AP, 7AQ, 7AR, 7AS, 7AT, 7AU, 7AV, 7AW, 7AX, 7AY, 7BD, 7BE, 7BF, 7BG, 7BH, 7BI, 7BJ, 8A, 8B, and 8C.
Rocal, Inc., Items: 3A, 3B, 3N, 3Q, 3R, 3S, 3AC, 3AD, 3AH, 3AK, 3AL, 3AN, 3AP, 3AQ, 3AS, 3AT, 3AV, 3AW, 3AX, 3AY, 3AZ, 3BA, 3BB and 3BC
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code
SECTION 4. 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.