Explanation
1. BACKGROUND
This ordinance repeals ordinance 1388-2009 and authorizes the Director of the Department of Finance and Management to enter into contract with Advantage Sign Supply, Inc. for the purchase of an edge printer for the Division of Planning and Operations. The City of Columbus Division of Planning and Operations operates a sign shop to manufacture many signs used by the Division to regulate traffic and provide other information to pedestrians and the travelling public as well as producing other products in house that represent a significant cost and time savings over outsourcing these jobs. These include items such as parking permits, meter decals, oil change decals, and magnetic screen printing.
As part of its operation the sign shop utilizes a printer for specialized printing jobs such as those mentioned above. This printer is called an edge printer. The one currently in use by the sign shop is over 10 years old and has required considerable maintenance. It is thus necessary to replace this piece of machinery in order to ensure that these printing jobs can continue to be performed at a time and cost savings to the city. Funds for this purchase were previously legislated in ordinance 1388-2009, but the ordinance authorized the Director of Public Service to enter into contract for this purchase when City Code requires the Director of the Department of Finance and Management to enter into contract for purchase of goods exceeding $1,000.00.
Competitive bidding requirements of the City Code were followed (SO032618) and bids were received by the Purchasing Office as follows:
Company City, State Amount
Advantage Sign Supply, Inc. Grand Rapids, MI $14,220.00
Hyatts Graphic Supply Buffalo, NY $18,200.00
Tubelite Co Columbus, OH $16,260.54
Award is to be made to Advantage Sign Supply, Inc., as the lowest, best, most responsive and most responsible bidder.
2. CONTRACT COMPLIANCE
Advantage Sign Supply's contract compliance number is 382917739 expires 5/13/2011.
3. FISCAL IMPACT
Funding in the amount of $14,220.00 is available within the General Permanent Improvement Fund for this purchase.
4. EMERGENCY DESIGNATION
Emergency action is requested to make this purchase to provide a replacement for the current edge printer utilized by the Division of Planning and Operations sign shop so the materials provided by this operation can continue to be supplied without interruption.
Title
To authorize the Director of Finance and Management to enter into contract with Advantage Sign Supply, Inc. for the purchase of an edge printer; to authorize the expenditure of up to $14,220.00 from the General Permanent Improvement Fund; to repeal ordinance 1388-2009; and to declare an emergency. ($14,220.00)
Body
WHEREAS, ordinance 1388-2009 passed by City Council on November 2, 2009, authorized the Director of Public Service to enter into contract for the Purchase of an edge printer for the Division of Planning and Operations; and
WHEREAS, according to City Code for purchases of goods or equipment exceeding $1,000.00 it is required that the Director of the Department of Finance and Management enter into contract on behalf of the Department of Public Service, Division of Planning and Operations; and
WHEREAS, it is necessary, to repeal ordinance 1388-2009; and
WHEREAS, the Division of Planning and Operations maintains a sign shop for the purpose of producing signs to regulate traffic and other products to aid the public; and
WHEREAS, a tool used in this process is an edge printer that produces such items as parking permits, meter decals, oil change decals, and magnetic screen printing among other items; and
WHEREAS, the edge printer being used currently is in need of replacement due to age and excessive repair costs; and
WHEREAS, the edge printer was successfully bid and will be awarded to Advantage Sign Supply, Inc. for this purpose; 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 necessary to provide for an uninterrupted service provided by this printer that is critical to the division's operations, 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 Director of Finance and Management is authorized to enter into contract on behalf of the Department of Public Service, Division of Planning and Operations with Advantage Sign Supply, Inc., 3939 North Greenbrooke Drive, Grand Rapids, MI, 49512 for the purchase of an edge printer.
Section 2. That the expenditure of $14,220.00 or so much thereof as may be necessary be and hereby is authorized from Fund 748, the General Permanent Improvement Fund, Department, No. 59-11, Division of Planning and Operations, O.L. 01-03 Codes 06-6651, OCA Code 591266, Project 537650-100000, to pay the cost thereof.
Section 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
Section 4. That Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Advantage Sign Supply, Inc.
Section 5. That Ordinance No. 1388-2009, passed by City Council November 2, 2009 is hereby repealed.
Section 6. That for the reasons stated in the preamble hereto, 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 form and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.