Explanation
BACKGROUND: For the option to purchase Traffic Vehicular Signal Heads for the Department of Public Service, Transportation Division. The term of the proposed option contracts would be through July 31, 2010 with the option to extend for two additional one-year periods, subject to mutual agreement by both parties, in accordance with formal bid SA002961. The Purchasing Office opened formal bids on June 26, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002961). Twenty five bids were solicited (MAJ: 23, F1: 2); Five (MAJ: 5) bids were received.
The bid document specified that the evaluation of some items would be based on the lowest bid for all items as a group. Baldwin & Sours, Inc. was low bidder for items 10, 12, and 18, but were not low bidder for the entire group of items (10, 11, 12, 13, 14, 15, 16, 17, and 18), therefore, they are not recommended for award of these items.
Path Master, Inc. was the low bidder for items 5, 5A, 5B, 5C, 6, 6A, 6B, 6C, 7, 7A, 7B, 7C, 8, 8A, 8B, and 8C, but are not recommended for award of these items as they did not meet the specifications.
Traffic Control Products, Inc. was low bidder for items 10, 11, 14, 16, and 17, but did not meet the specifications stated in the bid and are not recommended for award of these items.
Native American Industries, Inc. was the low bidder on item 9, but did not meet the specifications as stated in the bid and is not recommended for award.
The Purchasing Office is recommending award of 2 contracts to the lowest, responsive, responsible and best bidders:
Path Master, Inc., MAJ, CC#341233777, exp. 03/28/2010, estimated expenditure $300,000.00
Baldwin & Sours, Inc., MAJ, CC#311104513, exp. 05/07/2010, estimated expenditure $100,000.00
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, 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 Contract Account. The Department of Service, Division of Transportation will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into two contracts for the option to purchase Traffic Vehicular Signal Heads with Path Master, Inc. and Baldwin & Sours, Inc. to authorize the appropriation and expenditure of two (2) dollars to establish the contracts from the Purchasing/UTC Account, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 26, 2008 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 the Department of Public Service, Division of Transportation to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Vehicular Signal Heads are supplied without interruption to new and existing city 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 Vehicular Signal Heads 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 contracts for the option to purchase Traffic Vehicular Signal Heads for the term ending July 31, 2010 with the option to extend for two additional one year periods in accordance with Solicitation No. SA002961 as follows:
Path Master Inc., Items: 1, 1A, 1B, 1C, 2, 2A, 2B, 2C, 3, 3A, 3B, 3C, 4, 4A, 4B, 4C, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21, and 22. Amount $1.00
Baldwin & Sours, Inc.. Items: 5, 5A, 5B, 5C, 6, 6A, 6B, 6C, 7, 7A, 7B, 7C, 8, 8a, 8B, 8C, and 9.
Amount: $1.00
SECTION 2. That the appropriation and expenditure of $2.00 is hereby authorized from the Purchasing UTC 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.