Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to establish purchase orders with multiple vendors for the City of Columbus Bicentennial Signs Project. The Division of Planning and Operations is responsible for acquiring the materials and supplies and installing the signs for this project. Neighborhoods throughout Columbus have the opportunity to have signs installed commemorating the bicentennial of the city. To accomplish this project, materials and supplies were secured or bid as follows:
A) Purchase of cement materials from a universal term contract (UTC) established with Sutherlands Building Products, FL005081 (SA004150), expires 10/31/2013. The amount of this purchase order is to be $3,000.00.
B) Informal bids were solicited by the purchasing office for a blanket purchase order for sign blanks and were received by the Purchasing Office on April 16, 2012 for SO040210.
The blanket purchase order amount is to be $9,000.00. The lowest bid received was from Gary S McMahon (Allmac Signs) and their bid met specifications as the lowest responsive, responsible bidder.
C) Informal bids were solicited by the purchasing office for sign fabrication supplies and were received by the Purchasing Office on April 17, 2012 for SO040214.
The blanket purchase order amount is to be $10,000.00. The lowest bid received was from Advantage Sign Supply Inc. and their bid met specifications as the lowest responsive, responsible bidder.
D) Informal bids were solicited by the purchasing office for ornamental sign posts and were received by the Purchasing Office on May 21, 2012 for SO040617.
The blanket purchase order is to be $20,000.00. The lowest and only complete bid received was from MD Solutions Inc. and their bid met specifications as the lowest responsive, responsible bidder.
This ordinance also authorizes the expenditure of funds from the Streets and Highways G.O. Bonds Fund. ($42,000)
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Sutherlands Building Products is 43-1009219 and expires 4/11/2014.
The contract compliance number for Gary S McMahon (Allmac Signs) is 26-1316575 and expires 2/17/2014.
The contract compliance number for Advantage Sign Supply, Inc. is 38-2917739 and expires 4/27/2013.
The contract compliance number for MD Solutions, Inc. is 31-1804276 and expires 9/30/2013.
3. FISCAL IMPACT
Funds are budgeted in the 2012 C.I.B. for these purchases and available for the expenditure from the Streets and Highways G.O. Bonds Fund, no. 704. The total cost of these purchases is $42,000.00
Vendor Contract/Bid Entry Number Amount
Sutherlands Building Products FL005081 $3,000.00
Gary S. McMahon (Allmac Signs) BE017609 $9,000.00
Advantage Sign Supply Inc. BE017613 $10,000.00
MDSolutions Inc. BE017768 $20,000.00
Total: $42,000.00
4. EMERGENCY DESIGNATION
Emergency action is requested for the purchase of the projects to meet deadlines for prices established for bids for these commodities.
Title
To authorize the Director of Finance and Management to enter into contracts for the purchase of materials and supplies for the City of Columbus Bicentennial Sign Project with Sutherlands Building Products, Gary S. McMahon (Allmac Signs), Advantage Sign Supply Inc., and MDSolutions Inc.; and to authorize the expenditure of up to $42,000.00 from the Streets and Highways G.O. Bonds Fund; and to declare an emergency. ($42,000.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for the fabrication and installation of neighborhood signs for the City of Columbus Bicentennial Sign Project, and
WHEREAS, the Division of Planning and Operations is in need of the materials and supplies for this project, and
WHEREAS, funds are available in the Streets and Highways G.O. Bonds Fund for this expense; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, in that it is immediately necessary to establish funding for these materials in order to meet the expiration dates of the bids for these commodities, 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. The Director of Finance and Management is authorized to issue blanket purchase orders for the purchase of materials and supplies for the City of Columbus Bicentennial Sign Project with Sutherlands Building Products, Gary S. McMahon, Advantage Sign Supply Inc., and MD Solutions Inc. per the terms and conditions of an existing UTC and based on informal bid process conducted by the Purchasing Office where the award is to the lowest, responsive, responsible and best bidder as follows:
UTC
Sutherland Building Products
2590 Clime Rd.
Columbus, OH 43223
Cement materials
FL005081 (SA004150)
$3,000.00
Blanket Purchase Orders to the following three (3) companies:
Gary S. McMahon
Allmac Signs
$9,000.00
10 Captain Scott Rd.
Harwich MA 02645
Advantage Sign Supply
$10,000.00
PO Box 888684
Grand Rapids, MI 49588
MDSolutions Inc.
$20,000.00
8225 Estates Parkway
Plain City, OH 43064
SECTION 2. That the sum of $42,000.00 or so much thereof as may be needed is hereby authorized to be expended from Fund 704, The Streets and Highways G.O. Bonds Fund, for the Division of Planning and Operations as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 440104-100006 / 2012 Neighborhood Infrastructure Projects / 06-6651 / 741046 / $42,000.00
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.