Explanation
BACKGROUND: For the option to purchase Traffic Mast Arm Poles for the Department of Public Service, Transportation Division. The term of the proposed option contract would be through April 30, 2009. The Purchasing Office opened formal bids on March 8, 2007. The contract may be extended for one additional year, subject to mutual agreement by both parties.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002335). Twenty-one bids were solicited (MAJ: 20, F1: 1); Seven bids were received (MAJ: 6, F1:1).
The Purchasing Office is recommending award of 4 contracts to the lowest, responsive, responsible and best bidders:
Graybar Electric Co. Inc. CC#130794380, exp. 2/4/08,
General Supply & Services Inc., dba G. E. Supply, CC# 205021902, exp. 7/6/09
Key Cable and Supply, (F1), CC#203247525, exp. 3/14/09, F1
Path Master, Inc., CC#341233777, exp. 5/10/08
The estimated expenditure for these contracts is $200,000.00.
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.
No award is recommended for item #41, due to a technical discrepancy. This item will be informally bid as needed.
Bayside Supply was low bidder on items 3, 10, 11, 24, 25, 26, 28, 29, 30, 31, 33, 34, 37, 38, 39, 42, 44-53, 59, 60, 66-68, however, due to local vendor credit, these items will be awarded to General Supply & Services, Inc. dba G. E. Supply.
Bayside Supply was low bidder on items 4 and 15, but the savings would not be sufficient to incur the additional administrative expense for establishing and managing a contract for these items.
General Supply & Services, Inc. dba G.E. Supply is recommended for award of items 17, 22, and 68 as low bidder.
General Supply & Services, Inc. dba G.E. Supply is recommended for award of item 43 as the low bidder for this item which must be compatible with a grouping of other purchased items.
Recommended for award of items 16, 18, 20, 21, 23, 27, 32, 35, 36, 40, 54-58 as low bidder is Key Cable and Supply.
Recommended for award of item 26 as low bidder with local credit, is Key Cable and Supply.
Items 19, 24, 25, 31, 33 and 34 must be compatible with other bid items, therefore and as low bidder for these items, Key Cable and Supply is recommended for award.
Items 59 and 60 are recommended to be awarded to Key Cable and Supply as the low bidder for these items which must match existing manufacturer's product.
The recommendation of award to the low bidder for items 1, 2, 5, 7-9, 12, 13, 14, 61, 63, 64 and 65 is Path Master, Inc.
Low bidder for item 6 and recommended for award is Graybar Electric Co.
Bayside Supply, LLC. submitted an alternate bid which was low bid on some items but the items did not meet specification and are not recommended for award.
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 Purchasing UTC Account. Various city agencies 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 four contracts for the option to purchase Traffic Mast Arm Signal Poles with Graybar Electric Company, General Supply & Services Inc, dba GE Supply, Key Cable and Supply, and Path Master, Inc. to authorize the appropriation and expenditure of four dollars to establish the contract from the Purchasing/UTC Operation Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 8, 2007 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 city agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Mast Arm Signal Poles are supplied without interruption to new and existing public street and roadway projects, 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 Transportation in that it is immediately necessary to enter into contracts for an option to purchase Traffic Mast Arm Signal 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 & Management Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Traffic Mast Arm Signal Poles in accordance with Solicitation SA002335 as follows:
Graybar Electric Company. Items: 6, Amount: $1.00
Path Master, Inc. Items: 1, 2, 5, 6, 7, 8, 9, 12, 13, 14, 61, 62, 63, 64, and 65. Amount $1.00.
Key Cable and Supply, Items: 16, 18, 19, 20, 21, 23, 24, 25, 26, 27, 31, 32, 33, 34, 35, 36, 40, 54, 55, 56, 57, and 58. Amount $1.00.
General Supply & Services Inc. dba G E Supply. Items: 3, 4, 10, 11, 15, 17, 22, 28, 29, 30, 37, 38, 39, 42, 43, 44, 45, 46, 47, 48, 49, 50, 51, 52, 53, 59, 60, 66, 67, and 68. Amount $1.00.
SECTION 2. Item 41 will not be awarded as there was a technical discrepancy with the specifications and this item will be re-bid as needed.
SECTION 3. That the appropriation and expenditure of $4.00 is hereby authorized from Purchasing UTC Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA 450020, to pay the cost thereof.
SECTION 4. 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.