Explanation
BACKGROUND: For the option to purchase Temporary Traffic Control and Safety Devices for the Transportation Division. The term of the proposed option contract would be two (2) years, with the option to extend the contract for one additional one-year extension. The Contract is through September 30, 2010. The Purchasing Office opened formal bids on June 19, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA002914. Thirty-Seven (37) bids were solicited (M1A: 0; F1: 2 ). Six (6) bids were received.
The recommendation from the Transportation Division was to award to the low bidder on twenty-three (23) of the twenty-nine (29) items listed in the bid. For six of the items, the low bidder (Lightle Enterprises) did not meet the specifications for the type of sheeting requested. Lightle Enterprises bid a lesser sheeting, and therefore, their bid on those items (2, 2A, 3, 17, 19 and 20) was found to be non-responsive.
The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidders:
Lightle Enterprises of Ohio, LLC., CC#208135704 (Expires April 19, 2009).
Paul Peterson Co., CC#310868875 (Expires August 12, 2009)
Safety Service Products, Inc., CC#310717946 (Expires November 21, 2009)
Columbus Supply, CC#311571445 (Expires June 9, 2010)
Jendco Safety Supply, CC#311286443 (Expires March 13, 2009)
Total Estimated Annual Expenditure: $100,000.00
Thes companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 Purchasing UTC Contract Account. The Transportation Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into five (5) contracts for the option to purchase Traffic Control and Safety Devices with Lightle Enterprises of Ohio, Paul Peterson Company, Safety Service Products, Columbus Supply and Jendco Safety Supply, to authorize the appropriation and expenditure of five (5) dollars to establish the contract from the Purchasing/UTC Account; and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 19, 2008 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because the Traffic Control and Safety Devices are used to direct traffic flow and protect City Employees on public roadways, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the City Agencies in that it is immediately necessary to enter into a contract for an option to purchase Temporary Traffic Control and Safety Devices, 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 & Management Director be and is hereby authorized and directed to enter into the following contract for an option to purchase Temporary Traffic Control and Safety Devices for the term ending September 30, 2010, with the option to extend the contract for one (1) additional year, in accordance with Solicitation No. SA002914 as follows:
Lightle Enterprises of Ohio, LLC, Item 1: Amount: $1.00
Paul Peterson Company, Items 2, 3-8, 21, 22 : Amount $1.00
Safety Service Products, Inc., Items 2A, 10-17, 19-20, 26-28 : Amount $1.00
Columbus Supply, Item 9 : Amount $1.00
Jendco Safety Supply, Items 18, 23-25 : Amount $1.00
SECTION 2. That the expenditure of $5.00 is hereby authorized from Purchasing Contract Account, 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.