Explanation
BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase OEM Truck Parts for Fleet Management, the largest user to and including September 30, 2005. Formal bids were opened by the Purchasing Office on May 8, 2003 The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA00440 GRW). One hundred twenty three (MAJ:118, MBE:3, FBE:2) bids solicited; seventeen bids received. Contracts were established with the following vendors and were established in accordance with the bids received:
Franklin Tractor Sales Inc. FL001738, (MAJ), CC# 31-0678261, $73,000.00; Sutphen Corporation, FL001739, (MAJ), CC# 31-0671786, $96,000.00; W.W. Williams Midwest Inc. FL001740, (MAJ) CC# 31-1024851, $30,000.00; Schodorf Truck Body & Equipment Company, FL001741, (MAJ) CC# 31-4416487, $20,000.00; Nortrax, FL001756, (MAJ) CC# 31-1160782, $25,000.00; Performance Parts Express, FL001755, (MAJ) CC# 34-1857810, $50,000.00; The McLean Company, FL001742, (MAJ) CC# 34-0762688, $50,000.00.
Total Estimated Annual Expenditure: $304,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
1. Amount of additional funds: The estimated annual expenditure for all contracts is $304,000.00. The Fleet Management Division must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: No better pricing/terms or conditions are expected by re-bidding at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. The Fleet Management Division must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of service to the City Agency using the Universal Term Contract, this ordinance is being submitted as an emergency.
Title
To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase OEM Truck Parts, with center Franklin Tractor Sales Inc., Sutphen Corporation, W.W. Williams Midwest, Inc., Schodorf Truck Body & Equipment Company, Nortrax, Performance Parts Express, The McLean Company.and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid(s); and
WHEREAS, vendors have agreed to extend the above referenced contracts at current prices and conditions to and including September 30, 2005, and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide original equipment manufacturer truck parts this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to extend the above referenced contracts for the to purchase OEM Truck 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 modify and extend the following contracts with the listed vendors to and including September 30, 2005:
Franklin Tractor Sales Inc. FL001738
Sutphen Corporation, FL001739
W.W. Williams Midwest Inc. FL001740
Schodorf Truck Body & Equipment Company, FL001741
Nortrax, FL001756
Performance Parts Express, FL001755
The McLean Company, FL001742
SECTION 2. That these modifications are in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That for the reasons stated in the preamble hereto, 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.