Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish three (3) Universal Term Contracts (UTC) for the option to purchase Traffic Pedestal Poles with General Supply & Services Inc., Path Master Inc., and Traffic Control Products Inc. The Division of Traffic Management is the sole user for traffic pedestal poles. Transformer poles, bases, signal heads and hardware are used on city streets as pedestal traffic light poles. The term of the proposed option contracts would be approximately two years, expiring September 30, 2021, with the option to renew for two (2) additional one (1) year extensions. The Purchasing Office opened formal bids on August 8, 2019. In addition, the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO001107.
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. RFQ012776). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
General Supply & Services Inc., CC#001397 expires 1/9/2021, Items# 2-4, 9-11 & 18-19, $1.00
Path Master, Inc., CC#006583 expires 2/15/2021, Items# 1, 5-8, & 12-17, $1.00
Traffic Control Products, Inc., CC#006630 expires 12/6/2020, Items# 16, 17 & 19, $1.00
Total Estimated Annual Expenditure: $30,000.00, Division of Traffic Management, the sole user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because without it the current contract expires September 30, 2019.
The 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: The expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO001107. 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 three (3) Universal Term Contracts for the option to purchase Traffic Pedestal Poles with General Supply & Services Inc., Path Master Inc., and Traffic Control Products Inc.; to authorize the expenditure of $3.00 from General Budget Reservation BRPO001107; and to declare an emergency. ($3.00).
Body
WHEREAS, the Traffic Pedestal Poles UTC will provide for the purchase of traffic pedestal poles used roadways as traffic signal poles, signals and bases; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 8, 2019 and selected the overall lowest, responsive, responsible and best bidders; 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 Finance and Management Director to enter into three (3) Universal Term Contracts for the option to purchase traffic pedestal poles in order to avoid a lapse in contract coverage, 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 three (3) contracts for the option to purchase Traffic Pedestal Poles in accordance with Request for Quotation RFQ012776 for a term of approximately two (2) years, expiring September 30, 2021, with the option to renew for two (2) additional one (1) year extensions, as follows:
General Supply & Services Inc., Items# 2-4, 9-11 & 18-19, $1.00
Path Master, Inc., Items# 1, 5-8, & 12-17, $1.00
Traffic Control Products, Inc., Items# 16, 17 & 19, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO001107 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.