Explanation
BACKGROUND: For the option to purchase Standard Auto Parts for the Fleet Management Division, the largest user. The term of the proposed option contracts will be two years with an option to renew for one (1) additional year.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA00458GRW). One hundred fifty-six (MAJ:154, MBE:1, FBE:1) bids solicited; four (MAJ:4) bids received. NAPA, the apparent low bidder for item 14A-14I included a mixture of bonded and riveted brake pads and shoes. Bonded brake pads and shoes are not suitable for severe service applications (Police & Fire) and heavy-duty service applications (Refuse Collection). Automotive Distributors, the next lowest bidder is deemed responsive. Automotive Distributors bid only riveted brake shoes and pads.
The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidders:
Automotive Distributors, MAJ, CC#31-1145093, $450,500.00
Genuine Parts Company operating as Automotive Parts Company dba Columbus Distribution Center, MAJ, CC#58-0254510, $43,800,00
Transport Specialist, MAJ, CC#31-0807969, $8,000.00
Carquest of Simplex, MAJ, CC#31-1475986, $18,000
Total Estimated Annual Expenditure: $520,300.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government.
Since additional legislation will most likely be necessary for any division to purchase off these option contracts, this ordinance is submitted as an emergency. Without this emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Purchasing Contract Account. The Fleet Management Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into four contracts for an option to purchase Standard Auto Parts, with Automotive Distributors, Columbus Distribution Center, Transport Specialist, Inc., and Carquest of Simplex, to authorize the expenditure of four dollars to establish contracts from the Purchasing/Contract Operation Fund, and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 19, 2003 and selected the lowest responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into four contracts for an option to purchase Standard Auto Parts, 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 Director be and is hereby authorized and directed to enter into four contracts for an option to purchase Standard Auto Parts in accordance with Solicitation No. SA00458GRW as follows:
Automotive Distributors, Item(s): 1A-1B, 3A-3F, 4, 5, 6A-6D, 12A-12B, 14A-14I, 15C, 17A-17J, 18A-18C, 19, 20 and alternate bid 14A-14I, Amount: $1.00
Genuine Parts Company operating as Automotive Parts Company dba Columbus Distribution Center, Items: 2A-2B, 7, 10A, 11, 13A-13B, 15A and 16, Amount: $1.00
Transport Specialist, Inc., Items: 8, 10, 10B, and 16, Amount: $1.00
Carquest of Simplex, Items: 9, Amount: $1.00
No bids were received for item 14J.
SECTION 2. That the expenditure of $4.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, 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.