Explanation
BACKGROUND: This ordinance authorizes the option to purchase Reflective Sign Sheeting Materials for the Department of Public Service, Division of Planning and Operations. The term of the proposed option contract will be through May 31, 2016 with the option to extend two additional one year periods, subject to mutual agreement of both parties, in accordance with formal bid solicitation SA005407. These materials are used in fabricating traffic signage that is installed along roadways throughout the city. The Purchasing Office opened formal bids on May 29, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005407). Twenty nine bids (29) were solicted. One bid was received.
The Purchasing Office is recommending award of one contract to the lowest, responsive bidder, 3M Company, CC#410417775, Expiration: 1/14/15.
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of State database for Findings for Recovery.
This ordinance is being submitted as an emergency because without emergency action traffic sign materials will not be available and the efforts of the Department of Public Service to continue with roadway projects would be delayed and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. The Department of Public Service will be required to obtain approval to expend from their own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Reflective Sign Sheeting Materials from 3M Company.; to authorize the expenditure of one dollar to establish a contract from the General Fund; and to declare an emergency ($1.00).
Body
WHEREAS, the Department of Public Service has a need for Reflective Sheeting Materials for roadway sign projects, and
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 29, 2014 and selected the lowest responsive, responsible and best bid; 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) providing an effective option contract for the Department of Public Service to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Reflective Sign Sheeting Materials are available and supplied as needed for the Department of Public Service to fabricate street signs and that its efforts will not be interrupted, 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 in that it is immediately necessary to enter into one contract for the option to purchase Reflective Sign Sheeting Materials 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 contract for the option to purchase Reflective Sign Sheeting Materials for the Department of Public Service for the term ending May 31, 2016 with the option to extend for two additional one year periods in accordance with Solicitation No. SA005407 as follows:
3M Company, Items: 1-49. Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund; Organization Level 1: 45-01, Fund 10, Object Level 3: 2270, OCA: 450047, 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.