Explanation
Background: The Transportation Division is responsible for traffic control and maintenance of the City's roadway system. To accomplish this mission the Division requires ten Mobile Speed Awareness Trailers. These trailers will be used to advise the motoring public of their speed relative to the posted speed limits. They will also record speeds of the various vehicles utilizing the City's roadway system.
Unlike the current inventory of mobile speed awareness trailers, the ten new speed awareness trailers (2008 purchase) will have the capability of collecting and storing high/low speed, volume and time data. The data will be analyzed to determine the severity of the traffic environment. Data will be shared with the Department of Public Safety to focus enforcement resources. Trailers can be deployed to areas to monitor success of enforcement and other programs geared toward speed reduction. After exhausting educational and enforcement efforts, data from the trailers can also be used to prioritize streets for traffic calming infrastructure improvements.
Bids were opened on November 15, 2007 for the purchase of ten Trailers for use by the Transportation Division. Five suppliers submitted bids, as follows:
Vendor MSAT - Model QTY UNIT COST TOTAL COST
K & K Systems, Inc. 2000 R18 10 $7,143.00 $71,430.00
Monitor Systems MS1 - R 10 $7,995.00 $79,950.00
A & A Safety, Inc. ATS - 5 10 $9,425.00 $94,250.00
MPH Industries SMT - 18 10 $10,105.00 $101,050.00
Safety Service Products Precision Solar 2173SMTM 10 $10,983.00 $109,830.00
The lowest bidder, K&K Systems, Inc, was judged to be non-responsive in that they failed to agree to demonstrate their product despite a specific request to do so, and as required in section 4.0. The next lowest bidder, Monitor Systems, was also judged to be non-responsive in that they do not provide a large enough storage compartment as specified in section 3.8.8, the unit does not have a tilt off switch as specified in section 3.10.6, the unit does not meet the power requirements in section 3.12.5, the unit does not meet the minimum height requirement of 72" as required in section 3.12.6, the unit does not use the USB port as required in section 3.14.1, and they would not demonstrate their unit as required in section 4.0 unless they were declared the "winning bid prior to award." The next lowest bidder, A&A Safety, Inc., was judged non-responsive in that they do not provide a large enough storage compartment as specified in section 3.8.8, the unit does not have the necessary speed limit signs as specified in section 3.9.2, and the unit is not activated by a manual switch or an automatic tilt switch as specified in section 3.10.6. The next lowest bidder, MPH Industries, Inc., was judged to be non-responsive in that they do not provide a large enough storage compartment as specified in section 3.8.8, the units are not all keyed alike as required in section 3.8.9, the solar panel is located only 36" above the ground which is below the minimum 72" as required in section 3.12.6, the unit does not use the USB port as required in section 3.14.1, and the supplier will not provide an open license for its software as required in section 3.14.2.
The remaining bidder, Safety Service Products, contract compliance #31-0717946 (expiring 11/21/09), was judged to be the lowest, best, most responsive and most responsible bidder. The total cost for the ten Trailers is $109,830.00.
This legislation is requested to be heard as an emergency to ensure that the ten Trailers are available for immediate use.
Fiscal Impact: Funds are budgeted within the 2007 Capital Improvement Budget and available for this expenditure from the Voted 1995, 1999, 2004 Streets and Highways Fund.
Title
To authorize the Finance and Management Director to enter into a contract for the purchase of ten Mobile Speed Awareness Trailers from Safety Service Products, Inc.; to authorize the expenditure of $109,830.00 from the Voted 1995, 1999, 2004 Streets and Highways Fund; and to declare an emergency. ($109,830.00)
Body
WHEREAS, the Transportation Division is responsible for traffic control and maintenance of the City's roadway system; and
WHEREAS, the Transportation Division is in need of ten Mobile Speed Awareness Trailers; and
WHEREAS, funds are budgeted and available in the Voted 1995, 1999, 2004 Streets and Highways Fund for this expense; and
WHEREAS, an emergency exists in the usual daily operations of the Transportation Division in that it is immediately necessary to purchase ten Mobile Speed Awareness Trailers for the immediate preservation of 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 is hereby authorized to enter into a contract with Safety Service Products, Inc., 724 East Hudson Street, Columbus, OH, for the purchase of ten Mobile Speed Awareness Trailers in accordance with the specifications on file in the Purchasing Office.
SECTION 2. That the sum of $109,830.00 or so much thereof as may be necessary, be and hereby is authorized to be expended from Fund 704, the Voted 1995, 1999, 2004 Streets and Highways Fund, Department-Division 59-09, Transportation Division, O.L. 01-03 Code 06-6652, OCA Code 644385 and Project 530020.
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4. That for the reasons stated in the preamble hereto, 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.