Explanation
BACKGROUND: For the option to purchase Traffic Control Retroreflective and Non-retroreflective Sheeting for the Department of Public Service, Division of Planning and Operations, the largest user and other City agencies. Retroreflective and Non-retroreflective sheeting material is used for fabricating traffic control signage installed along roadways throughout the City of Columbus. The term of the proposed option contract would be through May 31, 2011 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003243. The Purchasing Office opened formal bids on April 30, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003243). Eighteen bids were solicited (MAJ: 17, F1: 1); Four bids were received (MAJ: 4).
The Purchasing Office is recommending award of four contracts to the lowest, responsive, responsible and best bidder:
3M Company, CC#410417775, exp. 4/07/2010
Avery Dennison Corporation., CC#951492269, exp. 4/27/2011
Nippon Carbide Industries, Inc., CC# 954331664, exp. 4/17/2011
Rocal, Inc., CC#310650779, exp. 4/30/2011
Total Estimated Annual Expenditure: $150,000.00
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 appropriations.
Title
To authorize and direct the Finance and Management Director to enter into four contracts for the option to purchase Retroreflective and Non-retroreflective Sheeting for the Department of Public Service with 3M Company, Avery Dennison Corporation, Nippon Carbide Industries, and Rocal, Inc.; to authorize the expenditure of four dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 30, 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 and other City agencies to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Retroreflective and Non-retroreflective Sheeting is supplied without interruption to enable the fabrication of signage for new and existing city roadway projects, 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 a contract for an option to purchase Retroreflective and Non-retroreflective 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 Finance and Management Director be and is hereby authorized and directed to enter into the following contracts for the option to purchase Retroreflective and Non-retroreflective Sheeting for the term ending May 31, 2011 with the option to extend for two additional one-year periods in accordance with Solicitation No. SA003243 as follows:
3M Company. Items: 1, 2, 5, 6, 8, 9, 13, 14, 15, 16, 17, and 18: Amount $1.00
Avery Dennison Corporation. Items: 7, 10, and 25: Amount $1.00.
Nippon Carbide Industries (USA). Items: 11, 12, 19, 20, 21, 22, 23, and 24: Amount $1.00
Rocal, Inc. Items: 3and 4: Amount $1.00
SECTION 2. That the expenditure of $4.00 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.