Explanation
BACKGROUND: For the option to purchase Reflective Glass Beads for the Department of Public Service, Transportation Division, the largest user, and other city agencies. 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 SA003139. The Purchasing Office opened formal bids on January 8, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003139). Eight bids were solicited (MAJ: 8); Four (MAJ: 4) bids were received.
This company is 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.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:
Potters Industries Inc., MAJ, CC#221933307, exp. 4/27/2009
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 this option contract 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 one contract for the option to purchase Reflective Glass Beads with Potters Industries Inc., to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services, and UTC Account, and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 8, 2009 and selected the lowest, responsive, responsible and best bid; 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 Reflective Glass Beads 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/Transportation Division in that it is immediately necessary to enter into a contract for an option to purchase Reflective Glass Beads 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 contract for the option to purchase Reflective Glass Beads for the term ending December 31, 2010 with the option to extend for one additional year in accordance with Solicitation No. SA003139 as follows:
Potters Industries Inc. All Items: Amount $1.00.
SECTION 2. That the appropriation and expenditure of $1.00 is hereby authorized from the Mail, Print Services, and UTC Account, Organization Level 1: 45-50, 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.