Explanation
BACKGROUND: For the option to purchase Traffic Pedestal Poles for the Department of Public Service, Division of Planning and Operations, the largest user. Traffic Pedestal Poles are used as supports for traffic signals and associated equipment along roadways throughout the City of Columbus. The term of the proposed option contracts would be through April 30, 2012 with the option to extend one additional one year period, subject to mutual agreement by both parties, in accordance with formal bid SA003552. The Purchasing Office opened formal bids on May 13, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003552). Thirty-seven (37) bids were solicited (MAJ: 36, F1: 1); Four (4) bids were received (MAJ: 5).
Loeb Electric Company was the apparent low bidder for items 6 and 9; Graybar Electric Company was the apparent low bidder for item 13; both companies tied for low bid of item 8. These two companies are not recommended for award as they did not include shipping costs in their bid price. Kevin Lehr Associates was the low bidder for item 15; however, the bid had a minimum order quantity requirement that was greater than the City anticipates ordering at any one time. This company is not recommended for an award.
The Purchasing Office is recommending award of one contract to the lowest, responsible, and best bidder:
Path Master, Inc., CC#341233777, Exp. 05/17/2012
Total Estimated Annual Expenditure: $20,000.00
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.
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 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 a contract for the option to purchase Traffic Pedestal Poles for the Department of Public Service with Path Master, Inc.; to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 13, 2010 and selected the lowest, 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 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 Pedestal Poles are supplied without interruption to enable the installation of traffic signals and associated equipment 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 a contract for an option to purchase Traffic Pedestal Poles 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 Pedestal Poles for the term ending April 30, 2012 with the option to extend for one additional year in accordance with Solicitation No. SA003552 as follows:
Path Master, Inc. Items: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, and 17. Amount $1.00
SECTION 2. That the expenditure of $1.00 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.