Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Solar Powered LED Sports Lighting with ClearWorld, LLC. The Division of Recreation and Parks is the primary user for the Solar LED units. Solar Powered LED Sports Lighting units are used to light sports fields and parking lots for sporting events. The term of the proposed option contract would be approximately three (3) years, expiring February 28, 2022, with the option to renew for two (2) additional years. The Purchasing Office conducted a Best Value Procurement, opening on November 1, 2018. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978.
The Purchasing Office advertised and solicited proposals in accordance with the relevant provisions of Section 329 relating to Best Value Competitive Sealed Proposals (Request for Quotation No. RFQ010464). One proposal was received.
The Purchasing Office is recommending award to the best value proposal as follows:
ClearWorld, LLC, CC# CC022162 expires December 17, 2020. Award All Items, $1.00
Total Estimated Annual Expenditure: $200,000.00, Division of Recreation and Parks, the primary user.
Ordinance 1625-2018 authorizes the Department of Recreation and Parks to purchase up to $200,000.00 without additional Council action.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to allow Recreation and Parks to illuminate playing fields and parking lots lit for upcoming spring games.
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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978. 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 Universal Term Contract for the option to purchase Solar Powered LED Sports Lighting with ClearWorld, LLC; to authorize the expenditure of $1.00 from General Budget Reservation BRPO000978; and to declare an emergency. ($1.00).
Body
WHEREAS, the Solar Powered LED Sports Lighting UTC will provide for the purchase of Solar Powered LED Sports Lighting that will be used to light sports fields and parking lots in city parks; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 1, 2018 and selected the best value proposal; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract with ClearWorld, LLC for the option to purchase Solar Powered LED Sports Lighting, 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 contract for the option to purchase Solar Powered LED Sports Lighting in accordance with Request for Quotation RFQ010464 for a term of approximately 3 years, expiring February 28, 2022, with the option to renew for two (2) additional years, as follows:
ClearWorld, LLC, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978 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.