Explanation
BACKGROUND: For the option to purchase oils and greases for Fleet Management. The term of the proposed option contract would be two (2) years. Contract is through March 31, 2009. The Purchasing Office opened formal bids on February 15, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation SA002312. Five (5) bids were received.
The Purchasing Office is recommending award of primary and secondary contracts to the lowest, responsive, responsible and best bidders:
Circleville Oil Co. MAJ, CC#314147860 (Expires 10-17-08)
The McGlaughlin Oil Co. MAJ, CC#314412774 (Expires 9-12-08)
Englefield Oil Co. MAJ, CC#311248972 (Expires 5-2-08)
The Holton Oil Co., Inc. FEM, CC#314424292 (Expires 3-12-09)
D-A Lubricant Co. MAJ, CC#352146325 (Expires 2-15-09)
Total Estimated Annual Expenditure: $120,000.00
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 Fund. Fleet Management 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 five (5) contracts for the option to purchase Oil and Greases with Circleville Oil Co., The McGlaughlin Oil Co., Englefield Oil Co., The Holton Oil Co., Inc., and D-A Lubricant Co. to authorize the expenditure of five (5) dollars to establish the contract from the Purchasing/UTC Fund, and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 15, 2007 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) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because these oils and greases are used to maintain various city vehicles, this is being submitted for consideration 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 enter into a contract(s) for an option to purchase Oils and Greases, 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 contract(s) for an option to purchase Oils and Greases in accordance with Solicitation SA002312 as follows:
Circleville Oil Co., (Primary) Items: 1a, 5, and 10 (Secondary) Items: 1c, 2, 3, 6, 7, 15a, 15b, 17, and 18 Amount: $1.00
The McGlaughlin Oil Co., (Primary) Items: 1b, 1c, 2, 3, 4, 6, 7, 9, 11, 13, 14, 15a, 15b, 16, 16b, and 17 (Secondary) Items: 1a, 5, and 10 Amount: $1.00
Englefield Oil Co., (Primary) Item 12 (Secondary) Items: 1b and 16b Amount: $1.00
The Holton Oil Co., Inc., (Primary) Items: 8 and 18 (Secondary) Items: 4 and 11 Amount: $1.00
D-A Lubricant Co., (Secondary) Items: 8, 9, 12, and 16 Amount: $1.00
SECTION 2. That the expenditure of $5.00 is hereby authorized from Purchasing UTC Fund, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.