Explanation
BACKGROUND: This ordinance is for the option to purchase Road Flares for the Department of Public Safety, Police and Fire Divisions. This contract will be used to supply flares in order to warn drivers of impending hazards along City streets and highways. The term of the proposed option contract would be approximately two (2) years, with the option to extend the contract for one (1) additional one-year period if mutually agreed upon. The Contract is potentially through June 30, 2015. The Purchasing Office opened formal bids on June 14, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA004424. Ninety (90) bids were solicited (MBR: 1; F1: 1). Four (4) bids were received.
The Purchasing Office is recommending award of the contracts to the lowest, responsive, responsible and best bidder:
Comade, Inc., CC#331013311 (Expires June 25, 2014), $1.00, All items.
Total Estimated Annual Expenditure: $50,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, the supply of flares could be disrupted, thereby potentially causing hazardous conditions on City roads.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contract for the option to purchase Road Flares with Comade, Inc.; to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 14, 2012 and selected the lowest, responsive, responsible and best bid; 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, the Flares are needed to protect the City's Safety Forces and the public by alerting drivers to hazards in public roadways, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to enter into a contract for an option to purchase the Road Flares so that City residents are better informed of road hazards, 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 contract for the option to purchase Road Flares for the term ending June 30, 2014, with the option to extend the contracts for one (1) additional one-year period if mutually agreed upon, in accordance with Solicitation No. SA004424 as follows:
Comade, Inc., All items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 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.