84-93 Ordinance
. . RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 3C043
84-93
Ordinance No. ------------- Passed mm u. . mn 19u
AN ORDINANCE ACCEPTING THE LOWEST AND
f'" BEST BID POR SIGN POSTS AND RELATED
{ ACCESSORIES AUTHORIZING THE CITY
KANAGBR TO BNTBR INTO A CONTRACT POR
"- THE PROCURBKBNT OP SAID MATERIALS AND
DECLARING AN BKERGENCY.
WHEREAS, after advertising and receiving bids for sign
posts and related accessories; and,
WHEREAS, council has determined that the bid submitted by
the M. H. Corbin, Inc. for said materials, as listed in the
attached bid tabulation, is the lowest and best bid;
NOW, THEREPORE, BE IT ORDAIN~ by the Council of the City
of Dublin, state of Ohio of the elected members
concurring:
section 1. That the bid submitted by the M. H. Corbin,
Inc. 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 M. H. Corbin, Inc. for the
procurement of said materials as specified within said
bidder's bid proposal on file in the Division of Personnel
r & Purchasing.
<< section 3. That this Ordinance be, and the same hereby is,
--
declared to be an emergency measure necessary for the
public health, safety and welfare, and therefore, shall
take effect and be in force immediately upon its passage.
Passed this /.J-f day of ~ , 1993.
ATTEST:
~C- ~
Clerk of Council
r Sponsors: City Manager
t Director of Personnel & Purchasing
"-" Maintenance Superintendent
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STAFF REPORT
TO: Members of Dublin City Council
FROM: Timothy C. Hansley, City Manager /~
SUBJECT: Sign Posts and Related Accessories Bid Process
DATE: September 30, 1993
INITIATED BY: David L. Harding, Director of Personnel & Purchasing
Summary & Action Recommended
After pursuing formal advertising and competitive bidding proced-
ures for sign posts and related accessories, bids were received and
opened at 3:00 P.M. on Tuesday, August 24, 1993. Bids were sought
based upon the estimated quantities listed in the attached bid tab-
ulation; however, under the conditions of the bid documents, the
City reserves the right to order additional quantities beyond these
estimates in an amount equal to double said estimates for a period
of one (1) year after the date of Contract Award. Staff recommends
that the bid submitted by M. H. Corbin, as identified in the
attached bid tabulation, be accepted. Attached for your consider-
ation is the bid tabulation and Ordinance No. 84-93 accepting the
lowest and best bid for said materials.
Evaluation of Bids
Although Staff supplemented the required advertising process by
soliciting bids directly from a number of prospective bidders, the
City only received a bid from M. H. Corbin. (M. H. Corbin is one
of the companies that worked with Staff in developing the most
recently implemented standard for street signage.) Staff contacted
the other prospective bidders in an effort to determine their rea-
sons for not submitting bids. One reason cited was that they did
not feel they could be competitive in their pricing due to the fact
that M. H. Corbin was a local distributor for the same manufacturer
from which they would also be obtaining the materials. In one
case, freight costs would have driven the price up to a point that
the prospective bidders price would not have been competitive. In
addition, one of the prospective bidders from which staff selected
a bid directly, was a manufacturer of the materials (Allied Tube
and Conduit). This company did not provide a bid because our
estimated quantities fell well below the minimum level for which
they will bid directly. For smaller quantities like ours, they
prefer to refer the bid invitation to the local distributor for
response; their local distributor is M. H. Corbin.
In evaluating Corbin's bid, Staff obtained and compared pricing
offered by Corbin to the Ohio Department of Transportation with the
prices offered in their bid to the City. In addition, Staff also
compared M. H. Corbin's pricing to that received by the city prior
to taking formal competitive bids. The result of such comparisons
has led Staff to the conclusion that M. H. Corbin's prices, as
submitted in their bid, are indeed competitive. Staff has also
~.~~.-
.
determined that Corbin's bid complies with the City material
specifications in every respect. (It should also be noted that in
working with M. H. Corbin during the development of the new
standard for street signage, Corbin developed considerable credi-
bility with staff and, therefore, Staff has no concern about their
ability to effectively supply the City with the needed materials.)
Conclusion
Given that M. H. Corbin's bid prices are competitive and M. H.
Corbin is a reliable supplier of the materials needed by the City,
Staff recommends that the bid submitted by M. H. Corbin be
- accepted.
Please note that Ordinance No. 84-93 has not been drafted as emer-
gency legislation; however, given that the bid prices offered in M.
H. Corbin's bid are only valid until November 24, 1993, Staff would
ask Council to consider this legislation as an emergency at the
October 18, 1993 Council Meeting.
DLH/mc
Attachments
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