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 this option contract is budgeted in the Purchasing Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
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)
Body
WHEREAS, this legislation waives the competitive bidding requirements of Chapter 329 of the City Code, and allows for 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, and
WHEREAS, the City has a need to contract for Upfitting Services for City trucks and expedite delivery of completed units, and
WHEREAS, this ordinance addresses the 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 contract for an option to purchase Upfitting Services, thereby preserving the public health, peace, property, safety, and welfare. In order to maintain a supply of Upfitting Services, this is being submitted for consideration as an emergency measure; and now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into contract for the option to purchase Upfitting Services with H Y O Inc. dba Pengwyn.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements of Chapter 329 be and hereby are waived for the action authorized in SECTION 1.
SECTION 4. That for the reason 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.