26-96 Ordinance CORRECTED
J. .
RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
. 26-96 (Corrected) Passed mm mummmmnmmmn_ mmn19.
Ordmance No. .. __ mm_
AN ORDINANCE ACCEPTING THE LOWEST AND
BEST BID FOR THE NEW RECREATION CENTER
,.... POOL EQUIPMENT AND AUTHORIZING THE CITY
MANAGER TO ENTER INTO A CONTRACT FOR
"'- PROCUREMENT OF SAID EQUIPMENT.
WHEREAS, after conducting formal advertising and competitive bidding procedures for
pool equipment; and,
WHEREAS, Council has determined that bids submitted by Lincoln Equipment, W, M,
Smith and Associates, Sportsmaster and Recreonics, for said equipment constitute the lowest
and best bids by section, in the total amount of $37,694.42;
NOW, THEREFORE BE IT ORDAINED by the Council of the City of Dublin, State of
Ohio, (f) of the elected members concurring:
Section 1. That the following bids by section, in the total amount of $37,694.42, for the
above mentioned equipment, are hereby accepted:
Lincoln Equipment - Section 1 $3,349.00
W, M. Smith and Associates - Section 2 and 3 $23,530.00
Sportsmaster - Section 5 and 8 $3,232,00
Recreonics - Section 4,6 and 7 $7,583.42
....
L Total Amount for Sections 1-8 $37,694.42
Section 2. That the City Manager is hereby authorized to enter into contracts with Lincoln
Equipment, W, M. Smith and Associates, Sportsmaster and Recreonics for the procurement
of said equipment as specified above and within said bidders' bid proposals on file in the
Division of Personnel and Purchasing.
Section 3. That this Ordinance is hereby declared to be an emergency measure necessary for
the preservation of the public health, safety, or welfare in that opening of the Community
Recreation Center as scheduled requires immediate ordering of the items specified in the
Lincoln Equipment, W. M, Smith and Associates, Sportsmaster and Recreonics bids,
Therefore, this Ordinance shall take effect and be in force immediately upon passage.
Passed this~ day of ~ , 1996.
~~
Mayor - Presiding Officer I \.' Mere posted in the
. t this Ord:nonce ReSll ij laR-'>
- \ hereby tertify thot copIes 0 , . 731 2S of the Ohio Revised Code.
~ City of Dublin in accordance Wltt\ SectIon .
I ATTEST:
... ~~0~"A
(INk f)f C~'m(H. 01lI1\1n. Oh.o
~a~
Clerk of Council
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I N T E R MEMO
lItFF.";
0 F F I C E
lifli,,<-...4i
To: Members of Dublin City Council - t!4)
From: Timothy C. Hansley, City Manager ~. ~~
Subject: Pool Equipment Bid Process - Clerical Error
Date: March 28, 1996
By: David L. Harding, Director of Personnel & Purchasing ~
At the March 18, 1996 Council Meeting, Council adopted Ordinance No, 26-96 which made multiple
awards for pool equipment for the New Recreation Center, The purpose of this memorandum is to
advise you that Ordinance No, 26-96 contained a clerical error and, furthermore, to advise you on
the course of action Staff has taken to correct this clerical error,
One particular vendor (Whitmer Company) was listed under Section 1. of Ordinance 26-96 as being
awarded a particular segment (Section 8) ofitems in the amount of $948,00, In reality, Whitmer did
not submit the $948.00 bid for Section 8 of the project; instead, the $948.00 bid was submitted by
another vendor (Sportsmaster). When matching vendors with bids for purposes of summarizing the
awards under Section 1 of the legislation, Staff mis-read the bid tabulation sheet and inadvertently
inserted the wrong vendor in the list. Sportsmaster submitted the lowest and best for Section 8 of
fPf~'\'Il the project, in the amount of $948.00, not Whitmer.
~""'liI' To correct this error, I have directed Staff to reprint Ordinance No. 26-96 with the necessary
corrections, which shows Sportsmaster as the vendor to be awarded Section 8 of project, (Attached
for your reference is a copy of Ordinance 26-96 as originally adopted on March 18, 1996 and a
corrected version of Ordinance No, 26-96,) Staff has consulted with the Law Director's office
regarding this error and has been advised that the corrective action discussed above is appropriate
in light of the circumstances.
It should be emphasized that there are no aggrieved parties in this matter, Both the Whitmer
Company and Sportsmaster have been made aware of the error and both were very understanding
about the error,
The above mentioned corrective action will be clearly documented in the records maintained within
the Clerk of Council's office and the Division of Personnel & Purchasing should any
questions/concerns arise during future financial audits, In addition, the Law Director's office will also
forward a memorandum for such files documenting their support for pursuing this corrective action,
Should you have any questions regarding this matter, please contact me at your convenience,
""....
-------_.._--_._--_.._----_._-----~~., 1-...>.
i
. RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
. 26-96 Passed mm m__u muunnm_ __ __ m19m
01'dmance NO.unmum_
AN ORDINANCE ACCEPTING THE LOWEST AND
. BEST BID FOR THE NEW RECREATION CENTER
",.... POOL EQUIPMENT AND AUTHORIZING THE CITY
" MANAGER TO ENTER INTO A CONTRACT FOR
.... PROCUREMENT OF SAID EQUIPMENT.
WHEREAS, r conducting formal advertising and competitive bidding procedures for
pool equipment;
WHEREAS, Counci as determined that bids submitted by Lincoln Equipment, W, M,
Smith and Associates, S rtsmaster, Recreonics and Whitmer Company, for said equipment
constitute the lowest and est bids by section, in the total amount of $37,694.42;
NOW ~REFORE BE\r ORDAINED by the Council of the City of Dublin, State of
Ohio, of the elected m\mbers concurring:
\
Section 1. That the following ~s by section, in the total amount of $37,694.42, for the
above mentioned equipment, are rebyaccepted:
Lincoln Equiprnent - Sectio~ $3,349.00
W. M. Smith and Associates - ,ction 2 and 3 $23,530.00
Sportsmaster - Section 5 \ $2,284,00
\
\
Recreonics - Section 4,6 and 7 \, $7,583.42
...... --, \.
Whitmer Company - Section 8 \ $948.00
Total Amount for Sections 1-8 $37,694.42
,",- \\,
Section 2. That the City Manager is hereby authorized to enter into contracts with Lincoln
\
Equipment, W. M, Smith and Associates, Sportsn\~ster, Recreonics and Whitmer Company
for the procurement of said equipment as spec~ed above and within said bidders' bid
proposals on file in the Division of Personnel and P~rchasing.
\\
Section 3. That this Ordinance is hereby declared to be\~ emergency measure necessary for
the preservation of the public health, safety, or welfare.t:hat opening of the Community
Recreation Center as scheduled requires immediate ord . g of the items specified in the
\
Lincoln Equipment, W. M. Smith and Associates, sPo1er, Recreonics and Whitmer
Company bid. Therefore, this Ordinance shall take effect be in force immediately upon
passage.
Passed this J j.f"A day of :llJ ~ \
,1996, \,
\
~ \. . ,.".. i~ In.
~~wef . d~
\ \, OfdinOf\te ~ .' \ Ohio Re'iised C.O ·
. as 0 t IS . , 5 ot ,~e
~.' ." by t~f'\\Y ,nu' tOpl . wit\l Sedion 13 \
\ \"Iele \' '\'\ QttOfdl1f\te \
.";"',:;4 ATTEST: CitY 0\ nub \T\ \ f1-- ~\
~f\ti\. tlub\in, Ohio \
(\el\< 0 0
~ r!.- ~
Clerk of Council
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I
MEMORANDUM
TO: Members of Dublin City Council
FROM: Tim Hansley, City Manager
SUBJECf: Recreation Center Pool Equipment Bid Process
DATE: March 4, 1996
INITIATED BY: David L. Harding, Director of Personnel and Purchasing ~
~",,'4
Attached for your consideration please fmd Ordinance No, 26-96 accepting the lowest and best bids per section
for pool equipment for the City of Dublin Community Recreation Center, Also attached for your review is a copy
of the bid tabulation worksheet.
This bid project involves the purchase of various classes of pool equipment. Prior to seeking formal bids for this
project, the Parks and Recreation Division compared and tested pool equipment and developed detailed
specifications based on functionality in connection with the operation of the new Recreation Center, As a result
of this early research by the Division of Parks and Recreation, fourteen (14) items were identified for purchase,
These (14) fourteen items were divided, by classification of pool equipment, into eight (8) sections, As reflected
in the attached bid tabulation, the City received bid proposals from the following vendors:
* Acapulco Recreation Contractors * Lincoln Equipment
* Ohio Pool * Recreation Supply
* Recreonics * Sportsmaster
* Whitmer Company * W. M. Smith and Assoc.
The City reserved itself the right (in the bid documents) to make a single or multiple award, Staff believes it is
in the City's best interest to make multiple awards, by section, to the bidder providing the lowest and best bid
per section, By making multiple awards, the City can obtain all required items at a lower cost than by making
MiW'~ a single award. Therefore, staff recommends that Council approve the awards as identified on the attached bid
tabulation and as follows:
~"-<<4
Lincoln Equipment - Section 1 $3,349,00
W, M. Smith and Associates - Section 2 and 3 $23,530,00
Sportsmaster - Section 5 $2,284,00
Recreonics - Section 4,6 and 7 $7,583.42
Whitmer Company - Section 8 $948,00
Total Amount for all awards (Sections 1-8) $37,694.42
Please note that Ordinance No. 26-96 has not been drafted as emergency legislation. However, given that the
Division of Parks and Recreation may have concerns regarding the time frame for delivery of certain items, Staff
may ask Council to consider passing this legislation as an emergency measure at the second or third reading on
March 18, or April 1, 1996.
Attachments
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