Explanation
BACKGROUND: This ordinance authorizes the Director of Finance and Management to contract for the option to purchase Automobiles for the City of Columbus. The term of the proposed option contract would be from the date of execution by the City up to and including August 31, 2009 or manufacturer's build-out date. The Purchasing Office opened formal bids on October 2, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003046). Eighteen (18) bids were solicited; Seven (7) bids were received. Bid specifications for six different types of automobiles included options for flexible fuel, compressed natural gas (CNG), and hybrid to meet the City's Environmental Code.
The recommendations for award include seven primary awards and one secondary award. The seven primary awards include a hybrid vehicle option (Chevrolet Malibu) and flexible fuel vehicle options (Chevrolet HHR, Ford Fusion, and Chevrolet Impala). The mid-size auto four (4) door was awarded to two (2) companies as primary award to allow agencies to select either a flexible fuel vehicle or gasoline powered vehicle which is a lower price. The one secondary award for the small auto four (4) door (Chevrolet Cobalt) was awarded because it was the second lowest responsive bid and the primary award (Ford Focus) may have a manufacturer build out date (cut-off date) occuring before the Chevrolet manufacturer build out date. Awarding in this manner gives the City a supply chain over a longer period of time.
No bids were received for small four door automobiles, mid size wagons, or mini passenger vans that operate on flexible fuel, or hybrid; and no bids were received for the compressed natural gas (CNG) option for any vehicle type.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Item 1:
Primary Award: Small Auto Four (4) Door/Ford Focus S -Ricart Properties, Inc. CC# 31282546 (Expires 10-23-10)
Secondary Award: Small Auto Four (4) Door/Chevrolet Cobalt -Byers Chevrolet CC# 314139860 (Expires 5-20-10)
Item 2:
Small Wagon/Chevrolet HHR (Flexible Fuel)-Bob McDorman Chevrolet Inc. CC#310714139 (Expires 9-25-10)
Item 3:
Mid-Size Wagon/Chevrolet Equinox-Bob McDorman Chevrolet Inc. CC#310714139
(Expires 9-25-10)
Item 4:
Primary with Flexible Fuel Award: Mid-Size Auto Four (4) Door/Ford Fusion - Ricart Properties, Inc. CC#31282546 (Expires 10-23-10)
Primary without Flexible Fuel Award: Mid-Size Auto Four (4) Door/Chevrolet Malibu - Byers Chevrolet CC#314139860 (Expires 5-20-10)
Item 5:
Mini Passenger Van/Dodge Caravan-Taylor Chevrolet CC#314446938 (Expires 11-03-10)
Item 6:
Full Size FWD Auto Four (4) Door/Chevrolet Impala (Flexible Fuel)-Byers Chevrolet CC#314139860 (Expires 5-20-10)
Total Estimated Annual Expenditure: $800,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because, without 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 this option contract is budgeted in the Purchasing UTC Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into four (4) contracts for the option to purchase Automobiles with Bob McDorman Chevrolet, Byers Chevrolet, Taylor Chevrolet, and Ricart Properties, Inc., to authorize the expenditure of four (4) dollars to establish the contracts from the Purchasing/UTC Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 2, 2008 seeking environmental options and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objective 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) purchasing environmentally preferred materials, supplies and equipment; and 4) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, these automobiles will replace older, high maintenance units used in the daily operations of City Agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to enter into contracts for an option to purchase Automobiles, 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 and Management Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Automobiles in accordance with SA003046 thru August 31, 2009 as follows:
Bob McDorman Chevrolet Inc. Items 2 and 3: Amount: $1.00
Byers Chevrolet, Primary Without Flexible Fuel Item 4; Secondary Item 1; Item 6: Amount: $1.00
Taylor Chevrolet, Item 5: Amount: $1.00
Ricart Properties Inc., Primary With Flexible Fuel Item 4; Primary Item 1: Amount: $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from Purchasing UTC Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2140, OCA: 451130, 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.