81-93 Ordinance AMENDED
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, RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
81-93
Ordinance No. . - - - - - ~ - - - -- Passed. . u19_
AN ORDINANCE ACCEPTING THE LOWEST AND
BEST BID FOR SIGN SHOP MATERIALS AND
~ AUTHORIZING THE CITY MANAGER TO ENTER
, INTO A CONTRACT FOR THE PROCUREMENT 01'
SAID MATERIALS.
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WHEREAS, after advertising and receiving bids for sign
shop materials; and,
WHEREAS, Council has determined that the bid submitted by
the 3M Company for said materials, as listed in the
attached bid tabulation, is the lowest and best bid;
NOW, THEREFORE, BE IT ORDAINE~ by the Council of the City
of Dublin, state of Ohio, of the elected members
concurring:
section 1. That the bid submitted by the 3M Company for
said materials, as listed in the attached bid tabulation,
is hereby accepted.
section 2. That the City Manager is hereby authorized to
enter into a contract with the 3M Company for the
procurement of said materials as specified within said
bidder's bid proposal on file in the Division of Personnel
& purcasing.
....
section 3. That this Ordinance shall take effect and be in
- force at the earliest point permitted by law.
Passed this / /--1'" day of o {j~"l-- , 1993.
ATTEST:
~C!- &~
Clerk of Council
Sponsors: City Manager
Director of Personnel & Purchasing
Maintenance Superintendent
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I hereby certify that copies of this Ord1nancefKI:::)",I"tilln were posted in the
City of Dublin in accordance v.~th Section 731.25 of the Of1io Revised Code.
(J./Y1/1/1~" (1~../LA-
Clerk of Council, Dublin, Ohio
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KEKORANDUK
TO: Members of Dublin city Council
FROK: Timothy C. Hansley, city Manager
SUBJECT: sign Shop Materials Bid Process
DATE: September 16, 1993
INITIATED BY: David L. Harding, Director of Personnel & Purchasing fy{j-
Summary , Action Recommended
After pursuing formal advertising and competitive bidding proced-
ures for sign shop materials, bids were received and opened at 9:00
A.M. on Tuesday, August 24, 1993. Bids were sought based upon an
estimated quantity of 12,000 square feet of high intensity
reflective sheeting, 2,400 square feet of non-reflective sheeting,
and two rolls of liner paper. The term of the Contract specified
within the bid documents will be for one (1) year from date of
Contract Award, with an option to extend for an additional one (1)
year period upon mutual agreement of both parties. Attached for
your consideration is the bid tabulation form and Ordinance No. 81-
93 accepting the lowest and best bid for said materials.
Although the City supplemented the required advertising process by
directly soliciting bids from six other companies, the City
received only one (1) bid, which has been the case since the city
began sOliciting formal competitive bids in 1991. Nevertheless, 3M
corporation's bid is responsive to the City material specifications
and, in Staff's judgement, the prices submitted in 3M's bid are
acceptable given the quality of the materials offered in said bid.
Staff believes that acceptance of the bid submitted from 3M would
be in the best interest of the City and, therefore, recommends that
said bid indeed be accepted.
Evaluation of Bids
As noted previously, the City received only one (1) bid which was
submitted by 3M. As also previously noted, this has been the case
since the City began soliciting for competitive bids in 1991.
Staff believes that this situation is indicative of a "sole-source"
purchase in that 3M is the only company that manufactures materials
of the grade, quality, and type needed by the City to meet its
operational objectives.
In evaluating the bid submitted by 3M, Staff noted that the prices
offered by 3M in their 1993 bid have not increased from their pric-
ing submitted in their 1992 bid. From a substantive standpoint,
the bid submitted by 3M complies with the City material specifica-
tions in every respect.
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Staff would also like to note that 3M has built an effective work-
ing relationship with the City over the past two years and has
faithfully supplied the City with top quality materials in a timely
manner during that period of time.
Conclusion
In conclusion, given the fact that the bid submitted by 3M is
responsive to the City specifications, the fact that the bid prices
in said bid are reflective of 1992 pricing levels, the fact that 3M
has provided the City with top quality materials in an effective
and timely manner over the past two years, and the belief that this
is a "sole source" purchase, Staff recommends that the bid sub-
mitted by 3M be accepted.
Please note that Ordinance No. 81-93 has not been drafted as emer-
gency legislation; however, given that the bid prices offered in
3M's bid are only firm until November 24, 1993, Staff would
respectfully request that Council consider passing this legislation
as an emergency at the October 18, 1993 Council Meeting.
Attachments
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