Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for roadway pavement markings to promote pedestrian safety and expedite vehicular traffic flow. Some of the uses of these markings include lines to mark traffic lanes, turn arrows, wording to describe the pattern of traffic for a specific lane such as ONLY (as in right turn only). These pavement markings are used throughout the City to promote pedestrian safety and expedite vehicular traffic flow. Another product used for these roadway markings is reflective glass spheres. This commodity is used on top of the pavement markings to make them reflective in order for them to be seen at night. The Department of Public Service, Division of Planning and Operations requires these products for City roadways.
The Purchasing Office solicited formal competitive bids and established universal term contracts (UTCs) for the purchase of these commodities which the Division of Planning and Operations requires.
This ordinance authorizes purchases of commodities per terms and conditions of these existing UTC contracts:
Ennis Paint, Inc.
Thermoplastic Pavement Marking Material.
FL004933/SA003907
Flint Trading, Inc.
Preformed Thermoplastic Marking Material
FL004970/SA003971
Potters Industries, Inc.
Reflective Glass Spheres
FL005137/SA004218
The total cost of the commodities needed is $500,000.00.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Ennis Paint, Inc., Flint Trading, Inc, and Potters Industries, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Ennis Paint, Inc., is: 752657523 and expires: 4/27/2013
The contract compliance number for Flint Trading, Inc. is: 561736552 and expires: 06/12/2014
The contract compliance number for Potters Industries Inc., is: 752657523 and expires 4/27/2013
3. FISCAL IMPACT:
Amendment to the 2012 Capital Improvements Budget is necessary to establish sufficient cash and authority in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested to procure the needed pavement marking commodities as soon as possible to provide sufficient supply for the needs of the Capital Improvement Program for the safety of the travelling public.
Title
To authorize the Director of Finance and Management to establish purchase orders with Ennis Paint, Inc., Flint Trading, Inc., and Potters Industries, Inc. for the purchase of Thermoplastic Pavement Marking Material, Preformed Thermoplastic Marking Materials, and Reflective glass spheres per terms and conditions of existing universal term contracts for the Division of Planning and Operations; to amend the 2012 CIB; to authorize the appropriation and transfer of monies within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $500,000.00 from the Streets and Highways G.O. Bonds Fund for this purpose; and to declare an emergency. ($500,000.00)
Body
WHEREAS, the Purchasing Office has solicited bids and has established universal term contracts for the purchase of Thermoplastic Pavement Marking Material, Preformed Thermoplastic Marking Material, and Reflective Glass Spheres; and
WHEREAS, the Division of Planning and Operations is submitting this ordinance as an emergency measure because it has a need to procure these items in a timely manner so as not to delay scheduled installation and replacement of these materials; and
WHEREAS, it is necessary to amend the 2012 C.I.B. to establish authority in the proper project detail for this expenditure; 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 establish purchase orders for this purpose, 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 Director of Finance and Management be and hereby is authorized to establish purchase orders for the purchase of the following materials per the terms and conditions of the following universal term contracts for the Division of Planning and Operations as described below.
Fund/ Project #
704/ 540013-100000 Permanent Pavement Markings
1. FL004933 (SA003907)
Thermoplastic Pavement Marking Material - $400,000.00
Ennis Paint, Inc.,
PO Box 404
1509 Kaufman St
Ennis, TX 75120
Stacy Salik
(800)331-8118
2. FL004970 (SA003971)
Preformed Thermoplastic Marking Materials - $50,000.00
Flint Trading, Inc.
115 Todd Court
Thomasville, NC 27360
Tim Montgomery
(336)475-6600
3. FL005137 (SA004218)
Reflective Glass Spheres - $50,000.00
Potters Industries, Inc.
P.O. Box 840
Valley Forge, PA 19482-0840
Yvonne Harris
(610)651-4714
Total: $500,000.00
SECTION 2. That the 2012 Capital Improvement Budget, authorized by ordinance 0368-2012 be amended as follows to provide sufficient authority for this project
Fund / Project Number / Project / Current CIB Amount / Amendment Amount / CIB Amount
704 / 530161-100076 / Roadway Improvements - Minnesota Avenue(Carryover) / $0.00 / $71,495.00 / $71,495.00 (Amend due to encumbrance cancellation)
704 / 540013-100000 / Permanent Pavement Markings(Carryover) / $0.00 / $750.00 / $750.00 (Amend due to encumbrance cancellation)
704 / 530103-100026 / Arterial Street Rehabilitation - Alum Creek (Carryover) / $2,903,766.00 / ($220,243.00) / $2,683,523.00
704 / 530086-100005 / Intersection Improvements - Livingston Av. (Carryover) / $200,000.00 / ($200,000.00) / $0.00
704 / 530161-100071 / Roadway Improvements - Misc. Construction Inspection (Carryover) / $21,722.00 / ($21,722.00) / $0.00
704 / 530161-100076 / Roadway Improvements - Minnesota Avenue (Carryover) / $71,495.00 / ($57,285.00) / $14,210.00
704 / 540013-100000 / Permanent Pavement Markings (Carryover) / $750.00 / $499,250.00 / $500,000.00
SECTION 3. The sum of $96,116.00 be and is hereby appropriated from the unappropriated balance of the Streets and Highways G.O. Bonds Fund, Fund 704, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2012 as follows:
Fund / Project / Project Name / OL 01-03 Codes / OCA Code / amount
704 / 530103-100026 / Arterial Street Rehabilitation - Alum Creek / 06-6600 / 531326 / $96,116.00
SECTION 4. That the transfer of cash and appropriation in the amount of $499,250.00 within Fund 704, from the Streets & Highways G.O. Bonds Fund, be authorized as follows:
TRANSFER FROM
Fund / Project / Project Name / OL 01-03 Codes / OCA Code / amount
704 / 530103-100026 / Arterial Street Rehabilitation - Alum Creek / 06-6600 / 531326 / $220,243.02
704 / 530086-100005 / Intersection Improvements - Livingston Av. / 06-6600 / 748605 / $200,000.00
704 / 530161-100071 / Roadway Improvements - Misc. Construction Inspection / 06-6600 / 746171 / $21,722.08
704 / 530161-100076 / Roadway Improvements - Minnesota Avenue / 06-6600 / 741616 / $57,284.90
TRANSFER TO
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 540013-100000 / Permanent Pavement Markings / 06-6600 / 591147 / $499,250.00
SECTION 5. That the expenditure of $500,000.00 be and hereby is authorized from the Streets and Highways G.O. Bond Fund, Fund 704, Dept.-Div. 59-11, Division of Planning and Operations
Fund / Project # / Project / O.L. 01-03 Codes / OCA Code / Amount
704 / 540013-100000 / Permanent Pavement Markings / 06-6651 / 591147 / $500,000.00
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. That for the reasons stated in the preamble hereto, 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.