Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTCs) for the option to purchase Traffic Signal TS-2 Control Cabinets with Path Master Inc. and Baldwin & Sours Inc. The Division of Traffic is the sole user for traffic control products. TS-2 Signal Control Cabinets are used to control traffic signal lights. The term of the proposed option contract would be approximately two (2) years, expiring November 30, 2025, with the option to renew for two (2) additional one (1) year extensions. The Purchasing Office opened formal bids on September 28, 2023. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002253.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.18 relating to competitive bidding (Request for Quotation No. RFQ025807). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Path Master Inc., CC# 006583 expires 12/6/2024, Items 1, 2, 5 &10, $1.00
Baldwin & Sours Inc., CC# 004700 expires 9/7/2024, Items 3, 4, 6-9, & 11-16 ,$1.00
Total Estimated Annual Expenditure: $200,000.00, Division of Traffic, the sole user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because it is needed to provide materials for the Division without delay.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002253. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into two (2) Universal Term Contracts for the option to purchase Traffic Signal TS-2 Control Cabinet with Path Master Inc. and Baldwin & Sours Inc; to authorize the expenditure of $2.00; and to declare an emergency. ($2.00).
Body
WHEREAS, the Traffic Signal TS-2 Control Cabinet UTCs will provide for the purchase of cabinets and all power supplies and electronic monitoring systems used to control traffic signals; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 28, 2023 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in order to maintain TS-2 Controller cabinet inventory it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Traffic Signal TS-2 Control Cabinet prior to November 30th, 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 is hereby authorized to enter into the following Universal Term Contracts for the option to purchase Traffic Signal TS-2 Control Cabinet in accordance with Request for Quotation RFQ025807 for a term of approximately two (2) years, expiring November 30, 2025, with the option to renew for two (2) additional one (1) year extensions, as follows:
Path Master Inc., Items 1, 2, 5 & 10, $1.00
Baldwin & Sours Inc., Items 3, 4, 6-9, 11-16 ,$1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002253 of this ordinance to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That for the reason 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.