Explanation
BACKGROUND: This ordinance authorizes the option to purchase School Flasher and Accessories for the Department of Public Service, Division of Planning and Operation. The term of the proposed option contract will be through August 31, 2013 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003915. The Purchasing Office opened formal bids on April 21, 2011. These items are to provide for a school speed warning flasher system.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003915). Forty seven bids were solicited (MAJ: 46, F1: 1); One (MAJ: 1) bid was 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 first five years of the cell data phone service is included in the price of each primary beacon (items 1, 3, 5, and 7). The service fee for each primary beacon for service beyond the initial five-year period is item #9. The cell data phone service is required to allow the beacon schedule to be changed remotely accessed through a website rather than changed manually.
The Purchasing Office is recommending award of one contract to the lowest, responsive, responsible and best bidder:
Baldwin & Sours, Inc., CC# 311104513, exp. 9/9/2012
Total Estimated Annual Expenditure: $105,000.00
This ordinance is being submitted as an emergency because without emergency action these materials will not be available to install school speed warning flashers in school zones in time for the 2011-2012 school year 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 School Flashers and Accessories with Baldwin & Sours, Inc.; 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 21, 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 School Flashers and Accessories are supplied without interruption for installation at school zones 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 a contract for the option to purchase School Flashers and Accessories 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 School Flashers and Accessories for installation at school zones for the term ending August 31, 2013 with the option to extend for two additional one year periods in accordance with Solicitation No. SA003915 as follows:
Baldwin & Sours, Inc. All Items: 1-9, 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.
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.