City of Columbus - File #: 0755-2011

• File #: 0755-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/9/2011
• In control: Public Service & Transportation Committee
• On agenda: 6/6/2011
• Final action: 6/8/2011
• 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)

Date	Ver.	Action By	Action	Result
6/8/2011	1	CITY CLERK	Attest
6/7/2011	1	MAYOR	Signed
6/6/2011	1	Columbus City Council	Approved	Pass
6/6/2011	1	COUNCIL PRESIDENT	Signed
5/25/2011	1	CITY ATTORNEY	Reviewed and Approved
5/25/2011	1	Finance Drafter	Sent to Clerk's Office for Council
5/24/2011	1	Auditor Reviewer	Reviewed and Approved
5/24/2011	1	CITY AUDITOR	Reviewed and Approved
5/24/2011	1	Finance - Purchasing Reviewer	Sent for Approval
5/23/2011	1	ODI DIRECTOR	Reviewed and Approved
5/23/2011	1	Finance Drafter	Sent for Approval
5/20/2011	1	EBOCO Reviewer	Sent for Approval
5/19/2011	1	Finance Reviewer	Reviewed and Approved
5/19/2011	1	FINANCE DIRECTOR	Reviewed and Approved
5/19/2011	1	Finance Drafter	Sent for Approval
5/16/2011	1	Finance - Purchasing Reviewer	Reviewed and Approved
5/9/2011	1	Finance - Purchasing Drafter	Sent for Approval

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 thei...