Explanation
BACKGROUND: For the option to purchase Light Duty Trucks 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. SA003047). Thirty Two Bids (32) bids were solicited; Six (6) bids were received. This bid seeks flexible fuel capability, compressed natural gas, and hybrid options to meet the City's Environmental Code. Five (5) bids responded to flexible fuel capability. No bids responded to the compressed natural gas or hybrid options.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders including environmental options as possible:
Byers Chevrolet CC#314139860 (Expires 5-20-10)
32 Ford Mercury Inc. CC#311285506 (Expires 10-14-10)
Ricart Properties Inc. CC#31282546 (Expires 10-23-10)
Total Estimated Annual Expenditure: $2,000,000.00
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.
Title
To authorize and direct the Finance and Management Director to enter into three (3) contracts for the option to purchase Light Duty Trucks with Byers Chevrolet, 32 Ford Mercury, Inc., and Ricart Properties, Inc., to authorize the expenditure of three (3) dollars to establish the contracts from the Purchasing/UTC Fund, and to declare an emergency. ($3.00).
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 light duty trucks 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 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 and Management Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Light Duty Trucks in accordance with SA003047 thru August 31, 2009 as follows:
Byers Chevrolet, Secondary / Items 1, 2, 3, 4, 5, 6, and 8: Amount: $1.00
32 Ford Mercury, Inc., Primary / Item 8: Amount: $1.00
Ricart Properties Inc., Primary / Items 1, 2, 3, 4, 5, and 6; Items 7, 9, and 10: Amount: $1.00
SECTION 2. That the expenditure of $3.00 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.