Explanation
1. BACKGROUND
The Division of Planning and Operations utilizes school flashers for the purpose of warning motorists of school zones and the speed limit within those school zones. To achieve this objective the Division of Planning and Operations requires the purchase of these commodities to install in school zones currently without or needing upgrades.
The Purchasing Office solicited formal competitive bids and established universal term contracts (UTCs) for the purchase of these commodities which the Division of Planning and Operations requires.
This ordinance authorizes purchases of commodities per terms and conditions of these existing UTC contracts:
Baldwin & Sours, Inc.
School Flasher Units
FL004931\ SA003915
General Supply & Services, Inc.
School Flasher Poles and Foundations
FL004934\ SA003916
The total cost of the commodities needed is $148,524.00.
Searches in the Excluded Party List System(Federal) and the Findings for Recovery list (State) produced no findings against Baldwin & Sours, Inc. and General Supply & Services, Inc.
2. CONTRACT COMPLIANCE
Baldwin & Sours, Inc. has a contract compliance number 311104513 and it expires 9/9/2012.
General Supply & Services, Inc. has a contract compliance number 205021902 and it expires 5/12/2013.
3. FISCAL IMPACT:
Funding for these commodities is available within the Streets and Highways G.O. Bonds Fund. Amendment to the 2012 Capital Improvements Budget is necessary to establish sufficient cash and authority in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested to assure the timely availability of the school flashers and accessories for installation and replacement purposes and to promote and enhance pedestrian and motorist safety.
Title
To authorize the Finance and Management Director to establish purchase orders with Baldwin & Sours, Inc. and General Supply & Services, Inc. for the purchase of school flashers and accessories per the terms and conditions of an existing citywide universal term contract for the Division of Planning and Operations; to amend the 2012 C.I.B; to authorize the transfer of monies within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $148,524.00.from the Streets and Highways G.O. Bonds Fund for this purpose; and to declare an emergency. ($148,524.00)
Body
WHEREAS, the Division of Planning and Operations utilizes school flashers to perform its mission; and
WHEREAS, these items can be purchased per the terms and conditions of an existing citywide universal term contracts established by the Purchasing Office; and
WHEREAS, this ordinance authorizes the purchase of the Division of Planning and Operation's anticipated remaining needs for 2012 for these commodities; 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 purchase school flashers and accessories to assure their timely availability for original installation and replacement purposes and to promote and enhance pedestrian and motorist safety, 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 hereby is authorized to establish purchase orders totaling $148,524.00 per the terms and conditions of the existing citywide Universal Term Contracts for school flashers and accessories as follows:
Fund/ Project #
704 / 540005-100001 School Flashers - Commodities
1) FL004931\ SA003915
School Flashers and Accessories - $109,805.00
Baldwin & Sours, Inc.
5263 Trabue Road
Columbus, Ohio 43228
2) FL004934\ SA003916
General Supply & Services, Inc.
School Flasher Poles and Foundations - $38,719.00
Total: $148,524.00
SECTION 2. That the 2012 Capital Improvement Budget, authorized by ordinance 0368-2012 be amended as follows to provide sufficient authority for this project
Fund / Project Number / Project / Current CIB Amount / Amendment Amount / CIB Amount
704 / 530161-100088 / Roadway Improvements - Material Testing and Inspection (Carryover) / $0.00 / $296.00 / $296.00 (amend due to encumbrance cancellation)
704 / 530282-100000 / Resurfacing (Carryover) / $0.00 / $63.00 / $63.00 (amend due to encumbrance cancellation)
704 / 530282-100041 / Resurfacing - 2010 Project 2 (Carryover) / $0.00 / $110,955.00 / $110,955.00 (amend due to encumbrance cancellation)
704 / 530161-100076 / Roadway Improvements - Minnesota Avenue (Carryover) / $14,210.00 / ($14,210.00) / $0.00
704 / 530161-100088 / Roadway Improvements - Material Testing and Inspection (Carryover) / $296.00 / ($296.00) / ($0.00)
704 / 530282-100000 / Resurfacing (Carryover) / $63.00 / ($63.00) / $0.00
704 / 530282-100041 / Resurfacing - 2010 Project 2 (Carryover) / $110,955.00 / ($110,955.00) / $0.00
704 / 530282-100053 / Resurfacing - Preventive Surface Treatments (Carryover) / $21,715.00 / ($21,715.00) / $0.00
704 / 530301-100016 / Bridge Rehabilitation - State Route (Carryover) / $33,304.00 / ($1,285.00) / $32,019.00
704 / 540005-100001 / School Flashers - Commodities (Carryover) / $0.00 / $148,524.00 / $148,524.00
SECTION 3. That the transfer of cash and appropriation in the amount of $148,524.00 within Fund 704, from the Streets & Highways G.O. Bonds Fund, be authorized as follows:
TRANSFER FROM
Fund / Project / Project Name / OL 01-03 Codes / OCA Code / amount
704 / 530161-100076 / Roadway Improvements - Minnesota Avenue / 06-6600 / 741616 / $14,209.35
704 / 530161-100088 / Roadway Improvements - Material Testing and Inspection / 06-6600 / 746188 / 295.93
704 / 530282-100000 / Resurfacing / 06-6600 / 590048 / $62.67
704 / 530282-100041 / Resurfacing - 2010 Project 2 / 06-6600 / 742841 / $110,955.03
704 / 530282-100053 / Resurfacing - Preventive Surface Treatments / 06-6600 / 748253 / $21,715.19
704 / 530301-100016 / Bridge Rehabilitation - State Route / 06-6600 / 06-6600 / 743116 / $1,285.83
TRANSFER TO
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 540005-100001 / School Flashers - Commodities / 06-6600 / 740501 / $148,524.00
SECTION 4. That the expenditure of $148,524.00 be and hereby is authorized from the Streets and Highways G.O. Bond Fund, Fund 704, Dept.-Div. 59-11,
Division of Planning and Operations
Fund / Project # / Project / O.L. 01-03 Codes / OCA Code / Amount
704 / 540005-100001 / School Flashers - Commodities / 06-6651 / 740501 / $148,524.00
SECTION 5. 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 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 from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.