Explanation
BACKGROUND
The Division of Mobility Options utilizes speed indicator trailers and signs throughout the City of Columbus. This equipment will be retro-fitted onto owned trailers to bring the current speed trailers up-to-date with technology and make deployment and collection of data more effective and efficient.
The Purchasing Office opened formal bids on April 25th, 2013 for the purchase of mobile speed trailers and speed signs. Two complete bids were received. Both bids were reviewed and due to multiple exceptions taken by both bidders, all bids received are rejected. Waiving of bid will be necessary to negotiate a contract.
Both bids were reviewed based on technical specifications and product. Both vendors conducted demonstrations for the City of Columbus to review their products. After review of the products, it has been determined that the product and application offered by Intuitive Control Systems LLC DBA All Traffic Solutions, is more cost effective and the better product for Public Service.
The product offered by Information Display Co. requires their application to be downloaded onto a user's computer or laptop to gain access. This will restrict users to only being able to use one computer or laptop to view the application unless the application is downloaded on multiple computers or laptops. The application produced by All Traffic Solutions is web-based which allows users to gain access from any location and can be used on computers, laptops, smart phones and tablets. With Public Service utilizing more smartphones and tablets, the application offered from All Traffic Solutions will be able to be utilized more with current and future technological equipment.
Department of Public Service recommends waiving bid and negotiating a contract with Intuitive Control Systems LLC DBA All Traffic Solutions (FID No. 25-1887906). The contract will be for the retro-fitting of 12 (twelve) mobile speed trailers with new signs, eight (8) speed signs and three year access to the Traffic Suite produced and developed by All Traffic Solutions.
The total cost of this contract will be $125,900.00
FISCAL IMPACT
Funds for this expenditure are budgeted in the 2013 C.I.B within the Streets and Highways Bonds Fund, no. 704.
EMERGENCY DESIGNATION
Emergency action is requested to ensure equipment is received as soon as possible so that it can replace units that are beyond their useful life.
Title
To authorize the Director of Finance and Management to establish a contract for the purchase of speed indication equipment from Intuitive Control Systems LLC; to waive competitive bidding provisions of the Columbus City Code; authorize the expenditure of $125,900.00 for the Street and Highways Fund and declare an emergency; to authorize the expenditure of $125,900.00 from the Street and Highway Bond Fund; and to declare an emergency. ($125,900.00)
Body
WHEREAS, the Division of Mobility Options is responsible for the speed indicator trailer and sign program throughout the City, and
WHEREAS, the Division of Mobility Options is in need of this equipment being updated to bring the program up to date and make it more efficient and effective, and
WHEREAS, funds are available in the Street and Highway Bond Fund for this expense, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Mobility Options to ensure this equipment is received as soon as possible, 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 Director of Finance and Management is hereby authorized to establish a contract and purchase order for equipment for retro-fitting of 12 (twelve) mobile speed trailers with new signs, eight (8) speed signs and three year access to the Traffic Suite produced and developed by All Traffic Solutions.
Intuitive Control Systems LLC dba All Traffic Solutions
3100 Research Drive
State College, PA 16801
Amount: $125,900.00
SECTION 2. That the sum of $125,900.00 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, number 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount.
704 / 590105-100059 / Mobile Speed Awareness Trailers / 06-6651 / 710559 / $40,000.00
704 / 590105-100061 / Speed Indicator Signs / 06-6651 / 710561 / $85,900.00
SECTION 3. That in accordance with Section 327.27 of the Columbus City Code, City Council has determined that it is in the best interest of the City of Columbus that Section 329.06 relating to formal competitive bidding requirements be waived and hereby waives said section.
SECTION 4. 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 5. 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 6. 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 7. 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.