Explanation
BACKGROUND: This ordinance authorizes the option to purchase Aluminum Sign Blanks for the Department of Public Service, Division of Planning and Operation, the largest user, and other city agencies. The term of the proposed option contract will be through July 31, 2014 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA004238. The Purchasing Office opened formal bids on February 16, 2012. The aluminum sign blanks are used in the fabrication of traffic signs and street name signs that are used throughout the City of Columbus.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004238). Fifty-five (55) bids were solicited (MAJ: 50; M1A: 3; F1:2) Four bids were received (MAJ: 4).
Bids were solicited for recycled and non-recycled materials. All recycled materials were low bid except for items 41, and 44 - 47. The bid stated an environmental preference credit per section 329.31 of the Columbus City Code. The recommendation is to award items 41R, 44R and 47R to Allmac Signs as low bidder with environmental preference. The "R" designates recycled materials.
US Standard Sign was the bidder, with environmental credit, for item 45R and is recommended for award.
The low bidder for item 46 was Vulcan Inc., the only item for which they were low bidder. The next low bidder for this item was Allmac Signs. The recommendation is to award this material to Allmac Sign rather than establish a contract for one item as savings would not be realized due to the cost to establish and manage the additional contract.
The low bidder for items 1R, 6R, 16R, and 17R was Osburn Associates, Inc. The cost to establish a contract for these items would not result in savings due to the administrative cost to establish and maintain the contract; therefore, the recommendation is to award items 1R, 16R, and 17R to the next low bidder, US Standard Sign. Allmac Sign was the low bidder for item 6R and is recommended for award of this item.
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.
The Purchasing Office is recommending award of two contracts to the lowest responsive, responsible and best bidders:
US Standard Sign, CC#363859000, exp. 1/20/2014
Allmac Signs, CC#261316575, exp. 2/17/14
Total Estimated Annual Expenditure: $895,000.00
This ordinance is being submitted as an emergency because without emergency action to establish contracts for aluminum sign blanks, fabrication of traffic signs and street name signs for the City of Columbus will be delayed 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 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 two contracts for the option to purchase Aluminum Sign Blanks with US Standard Sign and Allmac Sign to authorize the expenditure of two dollar ($2.00) to establish the contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 16, 2012 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 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for the Department of Public Service and all city departments to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Aluminum Sign Blanks are supplied without interruption to support the fabrication of traffic signs and street name signs placed 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 two contracts for the option to purchase Aluminum Sign Blanks in order to obtain the items efficiently 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 contracts for the option to purchase Aluminum Sign Blanks for the fabrication of traffic signs and street name signs for the City of Columbus for the term ending July 1, 2014 with the option to extend for two additional one year periods in accordance with Solicitation No. SA004238 as follows:
US Standard Sign, Items: 1R, 16R, 17R, 37R-39R, 45R, 47R-55R, and 59R-61R; Amount: $1.00
Allmac Signs, Items: 2R-15R, 18R-36R, 40R-44R, 46R, and 56R-58R; Amount $1.00
SECTION 2. That the expenditure of $2.00 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.