Explanation
The purpose of this ordinance is to amend Ordinance 2851-2017 to add an additional $361.06 in funding and to modify the awarded contract to K & K Systems, Inc. for the purchase of Solar Powered Trailer Mounted Arrow Boards to be used by the Division of Water for traffic control during repair of water main breaks.
Ordinance No. 2851-2017 authorized the award of Solar Powered Trailer Mounted Arrow Boards to the apparent low bidder, Technology International, Inc. However, the company stated on their bid that the quote was only valid for 30 days. The RFQ closed 10/12/17, Ordinance 2851-2017 was on council 12/7/17 and a Purchase Order was created 1/9/18. The vendor could no longer honor their quoted price.
The next lowest bidder on RFQ006888 was K & K Systems. They agreed to honor their quoted bid. The Division of Water wishes to change the awarded bid to K & K Systems while also adding an additional amount of $361.06 to ACPO002397, which was setup for $24,325.00 per Ordinance 2851-2017, to cover K & K Systems quoted amount.
Amending Ordinance 2851-2017 will allow the Division of Water to continue using the 2017 Budgeted funds on ACPO002397 rather than rebidding and using 2018 funds that were not budgeted for this expense.
FISCAL IMPACT: Additional funds of $361.06 will be needed and Auditor’s Certificate #ACPO002397 from Ordinance 2851-2017 will be utilized to establish the new contract after this Ordinance has passed.
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency to allow for the establishment of the contract without delay.
Title
To amend Ordinance 2851-2017 and to authorize an additional expenditure of $361.06 from the Water Operating Fund in order to award a contract for the purchase of Solar Powered Trailer Mounted Arrow Boards to K & K Systems, Inc. for the Division of Water, and to declare an emergency. ($361.06)
Body
WHEREAS, Ordinance 2851-2017 authorized the Finance and Management Director to establish a contract for the purchase of Solar Powered Trailer Mounted Arrow Boards; and
WHEREAS, after passage of Ordinance 2851-2017 it was determined that due to an oversight on the original quote, the company could not provide the items; and
WHEREAS, it is necessary to award the contract to the next lowest responsive and responsible and best bidder; and
WHEREAS, it is necessary to add an additional $361.06 in addition to the Auditor’s Certificate to enable this purchase.
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water, in that it is immediately necessary to authorize the amendment and to add additional funding so that the Director of Finance may proceed with entering into contract for the purchase of Solar Powered Trailer Mounted Arrow Boards with K & K Systems, Inc. without delay, 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 Section 1 of Ordinance 2851-2017 be and hereby is amended to read as follows:
That the Finance and Management Director be and is hereby authorized to enter into the following contract with K & K Systems, Inc. for the purchase of Solar Powered Trailer Mounted Arrow Boards in accordance with Request for Quotation RFQ006888.
SECTION 2. That this Council finds that it is in the City's best interest to award this contract to the second lowest bidder, as provided in Section 1.
SECTION 3. That the expenditure of $361.06 or as much thereof as may be needed is hereby authorized in Fund 6000 (Water Operating); in Object Class 06 Capital Outlay per the accounting codes in the attachment to this ordinance, and that previously established ACPO002397 will used to fund the remainder of this contract.
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.