City of Columbus - File #: 0819-2011

• File #: 0819-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/20/2011
• In control: Finance Committee
• On agenda: 6/27/2011
• Final action: 6/28/2011
• Title: To authorize the Finance and Management Director to enter into a one (1) year contract from August 15, 2011 to August 14, 2012 with H Y O Inc. dba Pengwyn for the option to purchase Upfitting Services; to authorize the expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Account; to waive the competitive bidding requirements of the City Codes; and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
6/28/2011	1	MAYOR	Signed
6/28/2011	1	CITY CLERK	Attest
6/27/2011	1	Columbus City Council	Approved	Pass
6/27/2011	1	COUNCIL PRESIDENT	Signed
6/14/2011	1	Finance Drafter	Sent to Clerk's Office for Council
6/13/2011	1	ODI DIRECTOR	Reviewed and Approved
6/13/2011	1	Finance Drafter	Sent for Approval
6/13/2011	1	CITY ATTORNEY	Reviewed and Approved
6/8/2011	1	CITY AUDITOR	Reviewed and Approved
6/8/2011	1	Finance Drafter	Sent for Approval
6/7/2011	1	FINANCE DIRECTOR	Reviewed and Approved
6/7/2011	1	Finance - Purchasing Reviewer	Sent for Approval
6/7/2011	1	Auditor Reviewer	Reviewed and Approved
6/6/2011	1	Finance Reviewer	Reviewed and Approved
5/24/2011	1	Finance - Purchasing Reviewer	Reviewed and Approved
5/20/2011	1	Finance - Purchasing Drafter	Sent for Approval

Explanation

BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract to purchase Truck Upfitting Services for City agencies. The term of the proposed option contract would be one (1) year from August 15, 2011 to August 14, 2012.

In order to expedite delivery and reduce costs, the Division of Planning and Operations, Fleet Management Division and the Purchasing Office developed a pilot project for acquiring four single axle dump trucks. Ordinance number 1421-2010 authorized H Y O Inc. dba Pengwyn to upfit the dump trucks in this pilot project. The pilot project was successful in that the Division of Planning and Operations received the completed dump trucks in four months and saved a total amount of $10,636.00 in comparison to the previous method used which took nine months for the agency to receive the completed dump trucks at a higher cost to the City.

The Purchasing Office has determined it would be in the best interest of the City to waive the competitive bidding requirements of Chapter 329 of the City code and is recommending a one (1) year contract from August 15, 2011 to August 14, 2012 to H Y O Inc. dba Pengwyn. This contract will reduce the costs for truck upfitting services and expedite delivery of completed units.

H Y O Inc. dba Pengwyn, CC#311201883, expires 11/11/11
Estimated Expenditure: $900,000.00

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.

This ordinance is being submitted as an emergency as it is immediately necessary for the Purchasing Office to purchase Truck Upfitting Services and because without emergency action, the contract cannot go into effect August 15, 2011, and the efficient delivery of valuable public services will be slowed.


FISCAL IMPACT: Funding to establish ...