Explanation
BACKGROUND: For the option to purchase Traffic Pedestrian Signal Equipment for the Department of Public Service, Division of Planning and Operations, the largest user. Traffic Pedestrian Signal Equipment is signal equipment used to direct Pedestrian traffic. The term of the proposed option contract would be through May 31, 2011 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003200. The Purchasing Office opened formal bids on March 19, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003200). Twelve bids were solicited (MAJ: 12); Six bids were received (MAJ: 6).
The Purchasing Office is recommending award of four contracts to the lowest, responsive, responsible and best bidders:
Baldwin & Sours, Inc., MAJ, CC#311104513, exp. 5/07/2010
Traffic Control Products, Inc., MAJ, CC#341374949, exp. 5/29/2011
General Traffic Equipment Corporation, MAJ, CC# 133095949, exp. 3/18/2011
Path Master, Inc., MAJ, CC#341233777, exp. 3/28/2010
Total Estimated Annual Expenditure: $150,000.00
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 Mail, Print Services, and UTC Account. The Department of Public Service 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 four contracts for the option to purchase Traffic Pedestrian Signal Equipment for the Department of Public Service with Baldwin & Sours, Inc, Traffic Control Products, Inc., General Traffic Equipment Corporation, and Path Master, Inc.; to authorize the expenditure of four dollars to establish the contracts from the Mail, Print Services, and UTC Account; and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 19, 2009 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 to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Traffic Pedestrian Signal Equipment is 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 Planning and Operations in that it is immediately necessary to enter into a contract for an 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 and directed to enter into the following contracts for the option to purchase Traffic Pedestrian Signal Equipment for the term ending May 31, 2011 with the option to extend for two additional one-year periods in accordance with Solicitation No. SA003200 as follows:
Baldwin & Sours, Inc. Items: 1, 2, 3, 4, 13, 14, and 15: Amount $1.00
Traffic Control Products, Inc. Items: 5, 6, 7, and 8: Amount $1.00.
General Traffic Equipment Corporation. Items: 9 and 10: Amount $1.00
Path Master, Inc. Items: 11 and 12: Amount $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from the Mail, Print Services, and 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.