Explanation
BACKGROUND: This legislation is for the option to establish a UTC contract for Thermoplastic Pavement Marking Materials for the Division of Traffic Management, the sole user. These materials and supplies will be used for installation on asphalt or concrete surfaces with heat or cold application for various maintenance and resurfacing roadway projects throughout the City. The proposed option contract would expire December 31, 2017, with the option to renew for one (1) additional year.
The Purchasing Office opened formal bids on March 5, 2015. The City advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 of City Code relating to competitive bidding, Solicitation No. SA005762. Eighteen (18) bids were solicited: (M1A-0, F1-0, MBR-1). One (1) bid was received, and the bidder did not bid Items 1 through 19 or 91. Additionally, there was a numbering error on the proposal page and one item was mistakenly left off that is necessary for upcoming projects. The sole bidder has since provided pricing for that item. The Division of Traffic Management has asked that the Purchasing Office waive the relevant provisions of Columbus City Code in order to include that item in the award.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder as follows:
Flint Trading, Inc., MAJ, CC#56-1736552 expires 10/17/2016, Items 20 - 90 and 92-94, $1.00.
Total Estimated Annual Expenditure: $75,000.00, Division of Traffic Management, the sole user.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle 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. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Preformed Thermoplastic Pavement Marking Materials with Flint Trading, Inc.; to authorize the expenditure of $1.00 to establish the contract from the General Fund; to waive formal competitive bidding requirements; and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 5, 2015 and one bid was received; and
WHEREAS, it is necessary to waive bidding requirements in order to include pricing for a line item that was mistakenly left off the proposal page; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Preformed Thermoplastic Pavement Marking Materials, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Purchasing Office, in that it is immediately necessary to enter into a contract for an option to purchase Preformed Thermoplastic Pavement Marking 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 Preformed Thermoplastic Marking Materials in accordance with Solicitation No. SA005762 until December 31, 2017 with the option to renew for one (1) additional year, as follows:
Flint Trading, Inc., Items 20 - 90 and 92-94, $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Fund, Organization Level 1: 45-01, Fund: 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. 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 4. That this Council finds the best interest of the City is served by waiving the relevant provisions of Chapter 329 of City Code relating to competitive bidding to permit the aforementioned purchase.
SECTION 5. That for the reason 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.