Explanation
BACKGROUND: For the option to purchase Traffic Signal Strain Poles for all City agencies. The term of the proposal option contract would through October 31, 2007. The Purchasing Office opened formal bids on January 6, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001374. Thirty-three bids were solicited (MAJ:31, MBE:1, FBE:1); two (MAJ: 2) bids were received.
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.
The Purchasing Office is recommending award of 2 contracts to the lowest, responsive, responsible and best bidders:
Bayside Supply, LLC. MAJ, CC#043694878, $626,636.00
ReliaPole Solutions, Inc. MAJ, CC#311768289, $66,200.00
North Pacific Group submitted the low bid on items 1-10, 17-20, 41-51, but were non-responsive as they did not submit a complete bid document. Material portions of the bid that were missing included the City's standard terms and conditions. In addition, the bidder submitted a provision regarding collection and legal fees that is not acceptable.
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 Contract Account. 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 Director to enter into two contracts for the option to purchase Traffic Signal Strain Poles with Bayside Supply, LLC. and ReliaPole Solutions, Inc. to authorize the expenditure of two dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 6, 2005 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, in order to ensure traffic signal strain poles are supplied without interruption to new and existing street 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 a contract(s) for an option to purchase Traffic Signal Strain 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 Director be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Traffic Signal Strain Poles in accordance with Solicitation No. SA001374 as follows:
Bayside Supply, LLC., Items1, 2, 3, 4, 5, 6, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35, 36, 37, 38, 39, 40, 41, 42, 43, 44, 45, 46, 47, 48, 49, and 50, Amount: $1.00
ReliaPole Inc., Items: 7, 8, 9, 10, and 51, Amount: $1.00
SECTION 2. That the expenditure of $2.00 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.