Explanation
BACKGROUND: This ordinance authorizes the option to purchase Traffic Pedestrian Signal Equipment for the Department of Public Service, Division of Planning and Operation. The term of the proposed option contract will be through October 31, 2014 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA004507. The Purchasing Office opened formal bids on August 16, 2012. The traffic pedestrian signal equipment is used for traffic signal installations throughout the city of Columbus.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004507). Forty-five (45) bids were solicited (MAJ: 44, F1: 1) Seven bids were received (MAJ: 7).
The low bidder for item 2 is not recommended award as they did not meet the specifications. The bid stated items 1 and 2 would be awarded to the overall low bidder for both items, therefore the recommendation is to award items 1 and 2 to Path Master, Inc. the overall low bidder.
The low bidder for item 11 is not recommended for award as they did not meet specifications. The bid stated that items 11, 12 and 13 would be awarded to the overall low bidder for these items, therefore the recommendation is to award to the low bidder for items 12, 13, and 14 to Baldwin & Sours, Inc.
Baldwin & Sours was low bidder for items 7 and 8 and is recommended for award of these items.
General Traffic Equipment Corporation was low bidder for items 3, 4, 5, 6, 9 and 10 and is recommended for award of these items.
The Purchasing Office is recommending award of three contracts to the lowest responsive, responsible and best bidders:
Path Master, Inc., CC#341233777, exp. 6/11/14
General Traffic Equipment Corporations, CC#133095949, exp. 7/20/14
Baldwin & Sours, Inc., CC#311104513, exp. 7/23/14
Total Estimated Annual Expenditure: $20,000.00
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.
This ordinance is being submitted as an emergency because without emergency action traffic signal installations along City of Columbus streets will be delayed 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. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into three contracts for the option to purchase Traffic Pedestrian Signal Equipment with Path Master, Inc., Baldwin & Sours, Inc. and General Traffic Equipment Corporation, to authorize the expenditure of three dollar ($3.00) to establish the contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 16, 2012 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 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Service and to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Pedestrian Signal Equipment is supplied without interruption to support roadway traffic signal installations throughout the city, 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 three contracts for the option to purchase Traffic Pedestrian Signal Equipment 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 to enter into the following contracts for the option to purchase Traffic Pedestrian Signal Equipment for installation of roadway traffic signals for the City of Columbus for the term ending October 31, 2014 with the option to extend for two additional one year periods in accordance with Solicitation No. SA004507 as follows:
Path Master, Inc., Items: 1 and 2. Amount $1.00
Baldwin & Sours, Inc., Items 7, 8, 11, 12 and 13, Amount $1.00
General Traffic Equipment Corporation, Items 3, 4, 5, 6, 9 and 10, Amount $1.00
SECTION 2. That the expenditure of $3.00 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.