Explanation
BACKGROUND: This legislation is for the option to establish a UTC contract for Aftermarket Truck Parts for the Division of Fleet Management, the primary user. This contract will provide for the purchase of repair parts for trucks and equipment. The term of the proposed option contracts would be approximately two years, expiring October 31, 2017, with the option to renew for two additional one (1) year periods. The Purchasing Office opened formal bids on May 28, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (Solicitation No. SA005874). Two hundred twelve (212) bids were solicited: (M1A-1, F1-3, MBR-2). Four (4) bids were received. The eight different items (categories) of the bid represent eight different manufacturers of aftermarket truck parts. Review of the bids resulted in one award to the overall low bidder in all categories.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Skinner Diesel Service, Inc. MAJ/CC#31-1132462 expires 10/14/2015 All items $1.00
Total Estimated Annual Expenditure: $100,000.00, Division of Fleet Management, the primary user
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 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 contracts is budgeted in the General Fund. 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 one (1) contract for the option to purchase Aftermarket Truck Parts with Skinner Diesel, Inc., to authorize the expenditure of $1.00 to establish the contract from the General Fund, and to declare an emergency.
Body
WHEREAS, Aftermarket Truck Parts are utilized by the Division of Fleet Management for repairs to various automobiles, trucks and equipment in use throughout all City agencies; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 28, 2015 and selected the overall lowest, responsive, responsible and best bidder; 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, in order to maintain a supply of Aftermarket Truck Parts, 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, Purchasing Office, in that it is immediately necessary to enter into a contract for the option to purchase Aftermarket Truck Parts, 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 to enter into the following contracts for the option to purchase Aftermarket Truck Parts in accordance with Solicitation No. SA005874 for a term of approximately two years, expiring October 31, 2017, with the option to renew for two additional one (1) year periods, as follows:
Skinner Diesel Service, Inc. All Items.$1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
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.