Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Automotive Preventative Maintenance Services with Valvoline LLC. The Division of Fleet Management is the primary user for Automotive Preventative Maintenance Services. Automotive Preventative Maintenance Services are used to repair and maintain City vehicles. The term of the proposed option contract would be approximately two (2) years, expiring September 30, 2028, with the option to renew for one (1) additional year, or portion thereof, at the same pricing and same escalator clause. The Purchasing Office opened formal bids on April 9, 2026. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003693.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ032308). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Valvoline LLC, CC# 019406 expires 9/26/2026, Items All Items, $1.00
Total Estimated Annual Expenditure: $150,000.00, Division of Fleet Management, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to allow for uninterrupted oil change and services to City vehicles.
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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003693. 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 contract for the option to purchase Automotive Preventative Maintenance Services with Valvoline LLC; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00)
Body
WHEREAS, the Automotive Preventative Maintenance Services UTC will provide for the purchase of oil changes and routine services used to maintain City vehicles; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 9, 2026 and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fleet Management to allow for uninterrupted oil change and services to City vehicles, in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Automotive Preventative Maintenance Services, for the immediate preservation of 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 is hereby authorized to enter into the following contract for the option to purchase Automotive Preventative Maintenance Services in accordance with Request for Quotation RFQ032308 for a term of approximately two (2) years, expiring September 30, 2028, with the option to renew for one (1) additional year, or portion thereof, at the same pricing and same escalator clause, as follows:
Valvoline LLC, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003693 of this ordinance 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.