Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase Parts for Jacobsen Grounds Equipment by the City on an as needed basis by the Division of Fleet Management. These parts are necessary to maintain the City's equipment fleet. The term of the proposed option contract would be through January 30, 2017 with the option to renew for one (1) additional year or portion thereof subject to mutual agreement. The Purchasing Office opened formal bids on January 8, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with City Code Chapter 329 (Solicitation No. SA005687). One Hundred Eighty five (185) Bids were solicited: (F1-3; MBR-2) One (1) Bid was received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Baker Vehicle Systems, Inc CC#340690924 (expires 7-10-2016 )
Total Estimated Annual Expenditure: $30,000.00
This 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 the evaluation process took longer than anticipated due to the need to modify the specifications. The current contract has expired and these parts are essential for the operations of Fleet Maintenance.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Division of Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into a contract for the option to purchase Parts for Jacobsen Grounds Equipment with Baker Vehicle Systems, Inc.; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 8, 2015 and selected the 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 the purchase of Parts for Jacobsen Grounds Equipment for the Division of Fleet to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Parts for Jacobsen Grounds Equipment, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Fleet Management, in that it is immediately necessary to enter into a contract for an option to purchase Parts for Jacobsen Grounds Equipment on an as needed basis, 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 contract for the option to purchase Parts for Jacobsen Grounds Equipment for the term ending January 30, 2017 with the option to extend this contract subject to mutual agreement for one (1) year or portion thereof in accordance with Solicitation No. SA005687 as follows:
Baker Vehicle Systems, Inc All Items Amount $1.00
SECTION 2. That the expenditure of $1.00 has been authorized by ordinance 2890-2014 AC037233 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 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.