Explanation
BACKGROUND: For the option to purchase Traffic Detector Loop Sealant for the Department of Public Service, Division of Planning and Operations, the largest user. Traffic Detector Loop Sealant is used for traffic signal loop detector installations along roadways throughout the City of Columbus. The term of the proposed option contract would be through June 30, 2012 with the option to extend one additional one year period, subject to mutual agreement by both parties, in accordance with formal bid SA003549. The Purchasing Office opened formal bids on May 6, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003549). Twelve (12) bids were solicited (MAJ: 12); Five (5) bids were received (MAJ: 4, F1: 1).
Key Cable and Supply was the low bidder for Item 2. The bid stated the award for Items 1 and 2 would be made to the overall low bidder for both items; therefore, this bidder is not recommended for an award and the recommendation is to award all items to HD Supply Construction Supply, Inc.; however, an error was made by the bidder requiring waiver legislation. A non-emergency waiver of regulations is being submitted to accept the low bid.
The Purchasing Office is recommending award of one contract to the lowest, responsible, and best bidder:
HD Supply Construction Supply, Ltd., CC#260100647, Exp. 9/02/2011
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 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 a contract for the option to purchase Traffic Signal Loop Sealant for the Department of Public Service with HD Supply Construction Supply, Ltd.; to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services, and UTC Fund; to waive the competive bidding provisions of the Columbus City Codes; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 6, 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 Signal Loop Sealant is supplied without interruption to enable the installation of traffic signal loop detectors throughout the City of Columbus, this is being submitted for consideration as an emergency measure; and
WHEREAS, this is being submitted in accordance with section 329.27; to waive section 329.06 of the Columbus City Code; 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 Signal Loop Sealant 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 Signal Loop Sealant for the term ending June 30, 2012 with the option to extend for one additional one-year period in accordance with Solicitation No. SA003549 as follows:
HD Supply Construction Supply, Ltd. Items: 1 and 2. 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 in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Competitive Sealed Bidding. the procurement of materials, supplies and equipment) of the Columbus City Code.
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.