Explanation
BACKGROUND: For the option to purchase Reflective Sheeting for the Department of Public Service, Divison of Transportion, the largest user. The term of the proposal option contract will thru February 1, 2007 with the option to renew for two, one year term(s). The Purchasing Office opened formal bids on May 6, 2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation No. SA001092. Three bids were received: (MAJ:36) bids solicited; (MAJ:3) bids received, (MBE:0) bids solicited; (MBE:0) were received (FBE:0) bids solicited; (FBE:0) bids received
Award recommendations include:
Avery Dennison MAJ, CC #95-1492269, $1.00, Items 1 (all), 2 (white and yellow), 3 (all), 4 (all), and 5 (all.)
Hall Signs MAJ, CC# 35-1037293, $1.00, Items 2 (stop sign faces), 6 (all), and 8 (orange and yellow.)
3M Company MAJ, CC# 41-0417775, $1.00, Items 7 (all), 8 (white), 9 (all), and 10.
Lowest bid items considered nonresponsive: 3M items 1 (white) and 1 (yellow) did not meet specifications with regard to proven past performance in a similar climactic condition. Hall Signs item 1 (Type IV high performance reflective sheeting stop sign faces) was a standard sign face that fails to meet the performance requirements.
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. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into contract(s) for the option to purchase Reflective Sheeting for item numbers 1 (All), 2 (All), 3 (All), 4 (All), and 5 (All), with Avery Denison/Stimsonite Corporation, item numbers 6 (All) and 8 (Orange and Yellow) with Hall Sign, Inc. and items 7 (All), 8 (White), 9 (All) and 10 (All) with 3M Company to authorize the expenditure of $3.00 to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 6, 2004 and,
WHEREAS, the City's Department of Public Services, Division of Transportation needs Reflective Sheeting for street signage and,
WHEREAS, the Department of Public Service, Division of Transportation recommended the awarding of contracts to Avery Denison/Stimsonite Corporation, Hall Signs, Inc. and 3M Company based on bids received at the Purchasing Office from solicitation SA001092 and,
WHEREAS, this ordinance addresses 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to establish a supply matrix as soon as possible for these needed supplies/services, 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 Transportation in that it is immediately necessary to enter into a contract(s) for an option to purchase 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 Finance Director be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Reflective Sheeting in accordance with Solicitation No. SA001092 as follows:
Avery Dennison MAJ, 95-1492269, Items 1 (all), 2 (white and yellow), 3 (all), 4 (all), and 5 (all.) $1.00
Hall Signs MAJ, 35-1037293, Items 2 (stop sign faces), 6 (all), and 8 (orange and yellow.) $1.00
3M Company MAJ, 41-0417775, Items 7 (all), 8 (white), 9 (all), and 10. $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing Contract Account, 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.