Explanation
BACKGROUND: For the option to purchase Traffic Signal Controller Equipment for the Department of Public Service, Division of Planning and Operations, the largest user. Traffic Signal Controller Equipment is installed at traffic signals throughout the City of Columbus. The term of the proposed option contracts would be through March 1, 2012 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003400. The Purchasing Office opened formal bids on October 22, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003400). Fifty-four bids were solicited (MAJ: 52, F1: 2) Four bids were received (MAJ: 4).
The low bidder for Item 1did not meet the specifications that the LCD display be 16 line by 40 character/line display therefore, this item is recommended for award to the next lowest, responsive, bidder.
Traffic Control Products and Path Master, Inc. bid the same price for Item 3. It would be more cost effective to award this item to Path Master, Inc. as they are recommended for award of several other items and additional contract administration costs would not be incurred. Path Master, Inc. is recommended for award of this item.
The Purchasing Office is recommending award of three contracts to the lowest responsive, responsive, and best bidders:
Path Master, Inc., CC#341233777, Exp.3/28/10
Baldwin & Sours. Inc., CC#311104513, Exp. 5/7/10
Doron Distribution, CC#450467284, Exp. 11/17/11
Total Estimated Annual Expenditure: $20,000.00
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. The Division of Planning and Operations intends to purchase from these contracts this year in order to ensure vehicular efficiency and safety.
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 Controller Equipment for the Department of Public Service with Path Master, Inc.; Baldwin & Sours, Inc.; and Doron Distribution; to authorize the expenditure of three dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($3.00)
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, 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 the installation and maintenance of traffic signal controllers throughout the City of Columbus 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 contracts for an 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 and directed to enter into the following contracts for the option to purchase Traffic Signal Detector Equipment for the term ending March 1, 2012 with the option to extend for two additional one-year periods in accordance with Solicitation No. SA003400 as follows:
Path Master, Inc., Items: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 16, 17, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35, 36, 37, 38, 39, 40, 41, 42, 43, 44, 45, 46, 47, 48, 49, and 50 . Amount $1.00
Baldwin & Sours, Inc., Items: 18, 19, 20, 21, 22, 23, 24, and 25. Amount $1.00
Doron Distribution, Inc., Item 15.
SECTION 2. That the expenditure of $3.00 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.