Explanation
BACKGROUND: This ordinance authorizes the option to purchase Traffic Control Retro-reflective and Non-Retro-reflective Sign Sheeting for all City of Columbus agencies, and the City's regional cooperative partners, the City of Dublin, the City of Upper Arlington, and the City of Westerville. The term of the proposed option contracts will be through May 31, 2013 with the option to extend one additional year subject to mutual agreement by both parties, in accordance with formal bid SA004196. The City of ColumbusPurchasing Office opened formal bids on January 5, 2012. These materials are used for fabricating traffic control signage along roadways.
The City of Columbus had discussions with various regional municipalities on pursuing cooperative purchases in the interest of all entities maximizing resources. The participants jointly decided to solicit bids to establish cooperative option contracts for items commonly used by the entities. The Ohio cities of Dublin, Upper Arlington, and Westerville, and the City of Columbus aggregated their estimated need for various items and quantities of Traffic Control Retro-reflective and Non-Retro-reflective Sign Sheeting. The City of Columbus was the lead agency on the bid.
This is the first cooperative bid to be successfully completed as part of the effort of Mayors and City Managers within the region to provide shared services. Several other cooperative bids are currently either posted or in the process of being evaluated.
The City of Columbus Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004196). Sixty-six bids were solicited (MAJ: 63; F1: 2; M1A: 1); Four (MAJ: 4) bids were received.
Low bids were received from Nippon Carbide Industries for item 13; and Osburn Associates for items 10, 11, 12, 16 and 45. They are not recommended for an award as the administrative cost for establishing and maintaining the additional contracts would unlikely result in any cost savings.
Avery Dennison Corporation and 3M Company bid the same price for items 14 and 15. The recommendation is to award these items to 3M Corporation as their delivery time is faster.
Items 33 and 34 are not recommended for award as the bids did not meet the specifications. These items should be bid as needed.
The same price was bid on item 25 by Avery Dennison Corporation and Osburn Associates. The manufacturer of the product clarified that the item bid by Avery Dennison was a premium product and the product bid by Osburn was a standard product. The recommendation is to award this item to Avery Dennison Corporation.
The City of Columbus Purchasing Office is recommending award of two contracts to the lowest, responsive, and best bidders:
3M Corporation, CC#410417775, exp. 3/4/13
Avery Dennison Corporation, CC# 951492269, exp. 12/29/13
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery
This ordinance is being submitted as an emergency because without emergency action these materials will not be available to fabricate traffic control signage along roadways 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 two contracts for the option to purchase Traffic Control Retro-reflective and Non Retro-reflective Sheeting for City of Columbus agencies and our regional cooperative purchasing partners to authorize the expenditure of two dollar to establish 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 January 5, 2012 and selected the lowest responsive, 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 city agencies and our regional cooperative purchasing partners to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Control Retro-reflective and Non Retro-reflective Sheeting is available and supplied without interruption for City of Columbus agencies and our regional cooperative purchasing partners for roadway projects throughout the region, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus agencies in that it is immediately necessary to enter into two contracts for the option to purchase Traffic Control Retro-reflective and Non Retro-reflective Sheeting 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 City of Columbus Finance and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase Traffic Control Retro-reflective and Non Retro-reflective Sheeting or use in various roadway signage projects in the City of Columbus, and the City of Dublin, Ohio, City of Upper Arlington, Ohio and the City of Westerville, Ohio for the term ending May 31, 2013 with the option to extend for one additional year in accordance with Solicitation No. SA004196 as follows:
3M Company: Items: 1, 2, 13-24, and 35-44. Amount: $1.00
Avery Dennison Corporations, Items: 3-12, 25-32, and 45. Amount : $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the City of Columbus 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 our regional partners, The City of Dublin, Ohio; The City of Upper Arlington Ohio, and the City of Westerville Ohio will expend from their own funds when ordering from these cooperative option contracts, and
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.