Explanation
BACKGROUND: This ordinance authorizes the option to purchase Traffic Signal Strain Poles for the Department of Public Service, Division of Planning and Operation. The term of the proposed option contract will be through May 31, 2015 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA004589. The Purchasing Office opened formal bids on October 4, 2012. The traffic signal stain poles will be used as supports for traffic signals and associated equipment installed on city roadways.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004589). Thirty-five (35) bids were solicited (MAJ: 33, F1: 2) Three bids were received (MAJ: 3).
The low-bidder for items 1-41 included a term of a minimum order quantity and the amount will exceed the anticipated order quantities, therefore, this company is not recommended for a contract award.
The Purchasing Office is recommending award of two contracts to the lowest responsive, responsible and best bidders:
Path Master, Inc, CC#341233777, exp. 6/11/14
General Supply and Services, Inc., exp. 5/12/13
Total Estimated Annual Expenditure: $100,000.00
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 for this traffic signal detector equipment, vehicular traffic will not be identified and reported and this could result in the delay of providing efficient delivery of valuable public services.
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 Signal Strain Poles with Path Master, Inc. and General Supply and Services, Inc. and to authorize the expenditure of two dollar ($2.00) to establish the contract from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 4, 2012 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 to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Signal Strain Poles are supplied without interruption to support the movement of traffic 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 in that it is immediately necessary to enter into two contracts for the option to purchase Traffic Signal Strain Poles 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 Traffic Signal Strain Poles for the support of traffic signals and related equipment for the City of Columbus for the term ending May 31, 2015 with the option to extend for one additional one year in accordance with Solicitation No. SA004589 as follows:
Path Master Inc., Items: 8, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 32, 33, 34, 35, 36, 37, 38, 39, 40, 45,and 46 . Amount $1.00
General Supply and Services, Inc., Items: 1, 2, 3, 4, 5, 6, 7, 9, 10, 11, 29, 30, 31, 41, 42, 43 and 44 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.