Explanation
1. BACKGROUND
This legislation authorizes a bidding waiver to purchase decorative traffic poles and related accessories for the following projects: Downtown Streetscape - Short North SID - High Street Improvements Phase 3; NCR - Weinland Park 7th to 9th; and Miscellaneous Economic Development - Creative Campus Phase 2. It also authorizes the Director of Finance and Management to enter into contracts and establish purchase orders with General Supply & Services, Inc., DBA Gexpro, in the amount of up to $418,625.00 to purchase the decorative traffic poles and related accessories.
The work for the Downtown Streetscape - Short North SID - High Street Improvements Phase 3 project and the NCR - Weinland Park 7th to 9th project (sometimes referred to as Phase 4 of the High Street Improvements) includes the replacement of the sidewalk and curb on both sides of North High Street between West Starr Avenue and East 9th Avenue; installing landscaping planter beds and street trees; planing and overlaying North High Street; installation of mast arm traffic signal facilities and other traffic control improvements; replacing street and pedestrian light fixtures within the project limits; installing storm sewer systems; and relocating all overhead utilities underground along North High Street within the project limits.
The work for the Miscellaneous Economic Development - Creative Campus Phase 2 project includes transforming Cleveland Avenue (north of Mt. Vernon to south of Long Street) with roadway reconstruction; lane reconfiguration; curb adjustments; wider sidewalks; safer crosswalks; new street trees and tree lawns; new street lighting; new mast arm traffic signals; relocation of all overhead utilities to underground systems; new storm water facilities; and traffic control changes. In addition, the intersection of Spring Street and Washington Avenue will receive new mast arm traffic signals.
The Department of Public Service is in the process of bidding the construction portion of the Downtown Streetscape - Short North SID - High Street Improvements Phase 3 project and the NCR - Weinland Park 7th to 9th project, and is preparing to bid construction for the Miscellaneous Economic Development - Creative Campus Phase 2 project. These projects will be using decorative traffic poles and associated items that have a lead time of up to six months from the date of order. In an effort to ensure these projects are completed on-time, Public Service will need to purchase these items ahead of contracting with the awarded construction contractor, which will allow delivery of the needed items to occur at least two months before the contractor could receive them.
Informal quotes were received from two companies on the needed materials. This legislation is requesting to waive the bidding provisions of City Code Chapter 329 to enter into contract and establish purchase orders with General Supply & Services, Inc., DBA Gexpro, the company that provided the lowest quote, to purchase the required materials.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against General Supply & Services.
2. CONTRACT COMPLIANCE
The contract compliance number for General Supply & Services, Inc., DBA Gexpro, is CC001397 and expires 7/18/2020.
3. FISCAL IMPACT
This is a budgeted expense within the Department of Public Service’s 2018 Capital Improvement Budget, Streets and Highways Bond Fund, Fund 7704, Project P530053-100003 (Downtown Streetscape - Short North SID - High Street Improvements Phase 3), Project P530058-100002 (NCR - Weinland Park 7th to 9th), and 440104-100027 (Miscellaneous Economic Development - Creative Campus Phase 2).
4. EMERGENCY DESIGNATION
Emergency action is requested to ensure the needed traffic commodities are received as soon as possible to prevent delays in the construction schedule.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Public Service, to establish contracts and purchase orders with General Supply & Services, Inc., DBA Gexpro, for decorative traffic poles and related accessories for the Downtown Streetscape - Short North SID - High Street Improvements Phase 3 project, the NCR - Weinland Park 7th to 9th project, and the Miscellaneous Economic Development - Creative Campus Phase 2 project; to waive the competitive bidding provisions of City Code; to authorize the expenditure of up to $418,625.00 from the Streets and Highways Bond Fund for this purchase; and to declare an emergency. ($418,625.00)
Body
WHEREAS, the Department of Public Service is in the process of bidding the construction portion for the Downtown Streetscape - Short North SID - High Street Improvements Phase 3 project, the NCR - Weinland Park 7th to 9th project, and the Miscellaneous Economic Development - Creative Campus Phase 2 project; and
WHEREAS, in an effort to complete construction on-time, Public Service (through the Director of Finance and Management) will secure the traffic commodities required for the project; and
WHEREAS, funds are available in the Streets and Highways Bond Fund, Fund 7704, for this expense; and
WHEREAS, the decorative traffic poles and associated items needed for the construction projects have a delivery lead time of up to six months from the date of order; and
WHEREAS, the projects cannot be completed on time if we wait for the awarded construction contractor(s) to be placed under contract and order these items; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 to make these purchases from General Supply & Services, Inc., DBA Gexpro, so the completion of construction for these projects can remain on schedule, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Finance and Management to establish purchase orders with General Supply & Services, Inc., DBA Gexpro, for these traffic commodities to ensure the needed items are received as soon as possible to prevent delays in the construction schedule, 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 enter into contracts and establish purchase orders with General Supply & Services, Inc., DBA Gexpro, 2803 Charter Street, Columbus, Ohio, 43228, in the sum of $418,625.00 or so much thereof as may be needed, for decorative traffic poles and related accessories.
SECTION 2. That the expenditure of $418,625.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets & Highways Bond Fund), Dept-Div 5912 (Design and Construction), in Project P530053-100003 (Downtown Streetscape - Short North SID - High Street Improvements Phase 3), Project P530058-100002 (NCR - Weinland Park 7th to 9th), and 440104-100027 (Miscellaneous Economic Development - Creative Campus Phase 2), all in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds it in the City’s best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329 for this purchase.
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.