Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for snow and ice removal, maintaining the City's roadway system as well as maintaining all traffic signals, markings and signs within the City of Columbus. To accomplish this, the Division requires arrow signs and message board to assist with the directing of traffic.
The Purchasing Office opened formal bids April 18th, 2013 for the purchase of four (4) tow-behind message board, ten (10) truck mounted arrow boards and three (3) 40 ft. cord truck mounted arrow boards for the Division of Planning & Operations. Four complete bids were received:
Company Total Cost Status
National Signal Inc. $71,264.00 Minority
(Fullerton, CA)
Safety Services Products Inc. $77,949.17 Majority
(Columbus, OH)
K & K Systems, Inc $75,261.45 Majority
(Turpelo, MS)
Paul Peterson Company $80,867.00 Majority
(Columbus, OH)
The bids were reviewed based on meeting specifications and overall cost proposals.
Department of Public Service recommends an award be made to National Signal Inc. (FID No. 56-2593510) as the lowest, responsive and responsible and best bidder. Award will be made for items 1, 2, 3 and 4.
The estimated expenditure for this purchase is $71,264.00.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against National Signal Inc.
2. CONTRACT COMPLIANCE
National Signal Inc.'s contract compliance number is 56-2593510 and expires XX/XX/XXXX
3. FISCAL IMPACT
Amendment to the 2013 C.I.B is necessary to establish proper authority for this expenditure. Funding is available within the Streets and Highways Improvement Fund project 530020-100000, Street Equipment.
4. EMERGENCY
This legislation is requested to be heard as an emergency to ensure that the arrow signs and message boards will be received as soon as possible.
Title
To amend the 2013 Capital Improvement Budget; to authorize the City Auditor to transfer cash and appropriation between projects within the Streets & Highways Bond Fund; to authorize the Finance & Management Director to enter into one (1) contract with National Signal Inc. for the purchase of four (4) tow-behind message boards, ten (10) truck mounted arrow boards, and three (3) 40 ft. cord truck mounted arrow boards for the Division of Planning & Operations; to authorize the expenditure of $71,264.00 from the Streets and Highway G.O. Bonds Fund; and to declare an emergency. ($71,264.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system and traffic signal systems, and
WHEREAS, the purchase of four (4) tow-behind message board, ten (10) truck mounted arrow boards and three (3) 40 ft. cord truck mounted arrow boards for the Division of Planning & Operations is necessary for proper roadway safety during projects and maintenance, and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract, and
WHEREAS, the Purchasing Office advertised and solicited formal bids and the Department of Public Service selected the lowest, responsive, responsible and best bids; and
WHEREAS, National Signal Inc. was the lowest, responsive, responsible and best bidder; and
WHEREAS, an amendment to the 2013 C.I.B is necessary to establish proper authority for this expenditure.
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that the funding should be authorized immediately for the purchase of this equipment, 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 sum of $71,264.00 be and is hereby appropriated from the unappropriated balance of the Streets and Highways Improvement Fund, Fund 766, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2013 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
766 / 766999-100000 / Unallocated Balance Fd. 766 / 06-6600 / 766999 / $71,264.00
SECTION 2. That the 2013 Capital Improvement Budget, authorized by ordinance 0645-2013 be amended as follows to provide sufficient authority for this project
Fund / Project Number / Project / Revised CIB Authority / Amendment Amount / CIB Amount
766 / 766999-100000 / Unallocated Balance Fd. 766 / $531,434.00 / ($71,264.00) / $460,170.00
766 / 530020-100000 / Street Equipment / $0.00 / $71,264.00 / $71,264.00
SECTION 3. That the transfer of cash and appropriation in the amount of $71,264.00 within Fund 766, from the Streets & Highways Improvement Fund, be authorized as follows:
TRANSFER FROM
Fund / Project / Project Name / OL 01-03 Codes / OCA Code / amount
766 / 766999-100000 / Unallocated Balance Fd. 766 / 06-6600 / 766999 / $71,264.00
TRANSFER TO
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
766 / 530020-100000 / Street Equipment / 06-6600 / 766020 / $71,264.00
SECTION 4. That the expenditure of $71,264.00 or so much thereof as may be necessary is hereby authorized to be expended from the Streets and Highways Improvement Fund, No. 766, Dept. /Div. 59-11 as follows:
Fund / Project / O.L. 01-03 Codes / OCA code / Amount
766 / 530020-100000 / Street Equipment / 06-6652 / 766020 / $71,264.00
SECTION 5. That the Finance and Management Director be and is hereby authorized to enter into a one-time agreement with National Signal Inc. 2440 Artesia Ave. Fullerton, CA 92833 for the purchase of four (4) tow-behind message boards, ten (10) truck mounted arrow boards and three (3) 40 ft. cord truck mounted arrow boards.
Total Cost: $71,264.00
SECTION 6. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 7. 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 8. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9. 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 10 days after its passage if the Mayor neither approves nor vetoes the same.