Explanation
BACKGROUND: For the option to purchase Traffic Signal Strain Pole Equipment for the Department of Public Service, Division of Planning and Operations, the largest user. Traffic Signal Strain Poles and associated equipment will be used as supports for traffic signals at various locations throughout the City of Columbus. The term of the proposed option contracts would be through June 30, 2012 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003569. The Purchasing Office opened formal bids on May 27, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003569). Twenty seven bids were solicited (MAJ: 26, F1: 1); Three bids were received (MAJ:2, F1: 1).
The award recommendation for Items 1, 21, 25-36, and 41, is to Key Cable and Supply as the low bidder, after applying local bidder credit.
Item 37 is not recommended for award due to a technicality in the bid. It can be solicited at a later date as needed.
The Purchasing Office is recommending award of two contracts to the lowest responsive, responsible, and best bidders:
Path Master, Inc., CC#341233777, Exp. 05/17/2012
Key Cable and Supply, F1, CC# 202347525, Exp. 06/15/2012
Total Estimated Annual Expenditure: $50,000.00
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 establish these option contracts is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize and direct the Finance and Management Director to enter into two contracts for the option to purchase Traffic Signal Strain Pole Equipment for the Department of Public Service with Path Master, Inc.; and Key Cable and Supply, Inc. to authorize the expenditure of two dollars to establish contracts 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 May 27, 2010 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 an effective option contract 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 Strain Pole Equipment is supplied without interruption to various locations throughout the City of Columbus to be installed at traffic signal sites, 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 Planning and Operations in that it is immediately necessary to enter into two contracts for an option to purchase Traffic Signal Stain Pole 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 and directed to enter into the following contract for the option to purchase Traffic Signal Strain Pole Equipment for the term ending June 30, 2012 with the option to extend for two additional one year periods in accordance with Solicitation No. SA003569 as follows:
Path Master, Inc. Item: 42, 43, 44, and 45. Amount $1.00
Key Cable and Supply: Items:1-36 and 38-41. 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 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.