Explanation
BACKGROUND: For the option to purchase High Skid Resistant Preformed Pavement Marking Material and Preformed Pavement Marking Material for Concrete Surfaces for the Department of Public Service, Design and Construction Division, the largest user, and other city agencies. These materials are used to mark city streets and roadways.
The term of the proposed option contract would be through December 31, 2010 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA003226. The Purchasing Office opened formal bids on April 2, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003226). Twenty three bids were solicited (MAJ: 23); Four (MAJ: 3) bids were received.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
Bids were not received for items 13, 14, 15, 21 and 22 therefore, these items will be solicited informally as needed.
The Purchasing Office is recommending award of two contracts to the lowest, responsive, responsible and best bidder:
3M Company., MAJ, CC#410417775, exp. 4/07/2010
Flint Trading, MAJ, CC#561736552, exp. 7/22/2010
Total Estimated Annual Expenditure: $50,000.00
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 these option contracts is budgeted in the Mail, Print Services, and UTC Account. The Department of Public Service and other city departments will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into two contracts for the option to purchase High Skid Resistant Preformed Pavement Marking Material and Preformed Pavement Marking Material for Concrete Surfaces for the Department of Public Service with 3M Company and Flint Trading, Inc; to authorize the expenditure of two dollars to establish the contract from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 2, 2009 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 and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Service and various city departments to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure High Skid Resistant Preformed Pavement Marking Material and Preformed Pavement Marking Material for Concrete Surfaces are supplied without interruption to new and existing city roadway projects, 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 Design and Construction in that it is immediately necessary to enter into a contract for an option to purchase High Skid Resistant Preformed Pavement Marking Material and Preformed Pavement Marking Material for Concrete Surfaces 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 and directed to enter into the following contracts for the option to purchase High Skid Resistant Preformed Pavement Marking Material and Preformed Pavement Marking Material for Concrete Surfaces for the term ending December 31, 2010 with the option to extend for one additional year in accordance with Solicitation No. SA003226 as follows:
3M Company. Items:1, 2, 5-12,16-20, 23, 29, and 30: Amount $1.00
Flint Trading, Inc. Items: 3, 4, and 24-28: Amount $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized from the Mail, Print Services, and UTC 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.