Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Traffic Control Sign Sheeting with 3M Company and Osburn Associates Inc. The Division of Traffic Management is the primary user for traffic control sign sheeting. Reflective and Retroreflective sheeting are used for City truck, trailer, and emergency vehicle graphics and also traffic control devices. The term of the proposed option contracts would be approximately three (3) years, expiring July 31, 2021, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on March 8, 2018.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ007943). Four (4) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
3M Company, CC# 007815 expires 2/28/2020, All Items; $1.00
Osburn Associates Inc., CC# 004635 expires 3/8/2020, Items# 1,3,4,6 & 28; $1.00
Total Estimated Annual Expenditure: $90,000.00, Division of Traffic Management as the primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance as the current contract will expire 5/31/18. With a new contract in place, Traffic Management will be able to continue to procure the necessary reflective sheeting material to create safety graphics on equipment and vehicles.
These companies are 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.
FISCAL IMPACT: Funding to establish these option contracts is from 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 two (2) Universal Term Contracts for the option to purchase Traffic Control Sign Sheeting materials with 3M Company and Osburn Associates Inc.; to authorize the expenditure of $2.00 from the General Fund; and to declare an emergency. ($2.00).
Body
WHEREAS, the Traffic Control Sign Sheeting UTCs will provide for the purchase of various types of reflective and retroreflective raw materials to create graphics for traffic control; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 8, 2018 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the City of Columbus in that it is necessary to authorize the Finance and Management Director to immediately enter into two (2) Universal Term Contracts for the option to purchase Traffic Control 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 is hereby authorized to enter into the following contracts for the option to purchase Traffic Control Sign Sheeting in accordance with Request for Quotation RFQ007943 for a term of approximately three (3) years, expiring July 31, 2021, with the option to renew for one (1) additional year, as follows:
3M Company, All items; $1.00
Osburn Associates Inc., Items# 1,3,4,6 & 28; $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance 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 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.