Explanation
BACKGROUND: This ordinance is to re-establish the option contracts for Traffic Signal Controller Equipment for the Department of Public Service, Division of Planning and Operations through March 1, 2014 in accordance with formal bid SA003400. Traffic Signal Controller equipment is used for the installation of traffic lights throughout the City of Columbus. The Purchasing Office opened formal bids on October 22, 2009.
In 2009, the Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003400). Forty-three bids were solicited (MAJ:34; M1A: 8,: F1:1); Two bids were received (MAJ:2).
As as result of that solicitiation process, contracts were established with Path Master, Inc. and Baldwin & Sours, Inc. The contracts expired on March 1, 2013. The bid provided for the option to extend the contracts through March 1, 2014 but it was not extended at the time the purchase order was authorized. The agency did legislate money to spend on these contracts; however, the agency did not initiate purchase orders until after the contract expired. Therefore, a waiver is requested to re-establish these contracts so as to allow for purchase orders to be issued for the immediate delivery of Traffic Signal Controller Equipment.
The Purchasing Office is recommending the re-establishment of two contracts that expired on March 1, 2013 through March 1, 2014:
Path Master. Inc., CC#341233777, Exp. 6/11/14
Baldwin & Sours, Inc., CC#311104513, Exp. 07/23/14
Total Estimated Annual Expenditure: $245,000.00
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
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 re-establish these option contracts is budgeted in the Mail, Print Services, and UTC Fund. The City agency will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to contract for the option to purchase Traffic Signal Controller Equipment for the Public Service Department with Path Master, Inc. and Baldwin & Sours, Inc.; to authorize the expenditure of two dollars to establish the contract from the Mail, Print Services, and UTC Fund; to waive the competitive bidding provisions of the Columbus City Codes, 1959; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 22, 2009 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, the contracts established as a result of that procurement process have expired before the final one-year extension was exercised, and
WHEREAS, it is in the best interest of the City to re-estabish the contracts for one year, 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 to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Signal Controller Equipment is supplied without interruption to enable new and maintenance projects timely receipt of equipment this is being submitted for consideration as an emergency measure; and
WHEREAS, this is being submitted in accordance with section 329.27; to waive section 329.06 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service that it is immediately necessary to re-establish the contracts for the option to purchase Traffic Signal Controller Equipment 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 contract for the option to purchase Traffic Signal Controller Equipment for the term ending March 1, 2014 in accordance with Solicitation No. SA003400 as follows:
Path Master, Inc. Items: 1-14, 16-17, 26-50. Amount $1.00
Baldwin & Sours, Items: 18-25. Amount $1.00
SECTION 2. That the expenditure of $2.00 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 in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Competitive Sealed Bidding. the procurement of materials, supplies and equipment) of the Columbus City Code.
SECTION 4. 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.