Explanation
BACKGROUND: For the option to purchase Light Duty Trucks for the Purchasing Office. The term of the proposed option contracts will be one year.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000509GRW). Fifty-three (MAJ:52, MBR:1) bids solicited; six (MAJ:6) bids received. The apparent low bidder for Item 1 (mini cargo van) Bob McDorman Chevrolet did not bid the requested window configuration section 3.1.10 of the specifications; award made to the next lowest bidder, Byers Chevrolet.
For Item 4 (1 ton cargo van) the apparent low bidder, Byers Chevrolet did not include the optional heavy-duty alternator section 3.4.24 of the specifications. The next lowest bidder, Jack Maxton Chevrolet also did not include this same option. Historically the City orders these trucks for use by trades people and are equipped with options that present electrical loads beyond the capability of the standard alternator. Award made to the next lowest bidder, Bob McDorman Chevrolet Inc.
The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidders:
Bob McDorman Chevrolet, Inc, MAJ, CC#31-0714139, $394,360.00
Jack Maxton Chevrolet, MAJ, CC#31-0733020, $93,200.00
Byers Chevrolet, MAJ, CC#31-4139860, $585,522.00
Nelson Auto Group, MAJ, CC#31-1267428, $59,340.00
Total Estimated Annual Expenditure: $1,132,422.00
The 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. Each agency 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 Light Duty Trucks, with Bob McDorman Chevrolet, Inc., Jack Maxton Chevrolet, Byers Chevrolet, and Nelson Auto Group, 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 September 11, 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 Light Duty Trucks, 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 Light Duty Trucks in accordance with Solicitation No. SA000509GRW as follows:
Bob McDorman Chevrolet Inc., Item: 2, 3, 4, 6, 10, 11, and 13-16, Amount: $1.00
Jack Maxton Chevrolet, Item: 12, Amount: $1.00
Byers Chevrolet, Item: 1, 5, 7 and 8, Amount: $1.00
Nelson Auto Group, Item: 9, Amount: $1.00
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.