Explanation
BACKGROUND: This ordinance authorizes the option to purchase Traffic Poles for the Department of Public Service, Division of Planning and Operation. The term of the proposed option contract will be through July 31, 2013 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003916. The Purchasing Office opened formal bids on April 28, 2011. These items are to provide for traffic poles for use in traffic control device installations along roadways throughout the City.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003916). Twenty-nine bids were solicited (MAJ: 17, F1: 2); Two (MAJ: 2) bids were received.
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.
The low bidder is not recommended for award as they inserted terms and conditions in their bid that were determined to be material to the bid and exceptions to the terms and conditions of the bid document.
There were no bids for items 4 and 5. These items will be re-bid.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:
General Supply & Services dba GEXPRO, CC#205021902, exp. 5/12/2013.
Total Estimated Annual Expenditure: $200,000.00
This ordinance is being submitted as an emergency because without emergency action these materials will not be available to install traffic poles along roadways and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract 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 the Finance and Management Director to enter into one contract for the option to purchase Traffic Poles with General Services and Supply Services dba as GEXPRO; to authorize the expenditure of one dollar from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 28, 2011 and selected the lowest, responsive, 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 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 their supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Poles are supplied without interruption for installation on roadway projects 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 one contract for the option to purchase Traffic 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 and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Traffic Poles for use in traffic control device installations along City of Columbus roadways for the term ending July 31, 2013 with the option to extend for two additional one year periods in accordance with Solicitation No. SA003916 as follows:
General Services & Supply dba GEXPRO, Items : 1-3, and 6-14, 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.
SECTION3. 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.