Explanation
BACKGROUND: This ordinance provides the option for Fleet Management to purchase specific and unique vehicle and truck parts and services for City vehicle repairs not available from any other vendors. The term of the proposed option contract would be from the date of execution by the City up to and including October 31, 2016 with the right to extend for one (1) additional one year period subject to mutual agreement by both parties. Finley Fire, Utility Truck Equipment, Rush Truck Center-Columbus, Sutphen, Horton Emergency Vehicle, Bell Equipment, Pengwyn, and Tech Source Ltd are the only local makers and distributors of specific equipment parts and services and the only authorized facility to perform manufacturer or warranty repairs.
FINLEY FIRE CC#310816583 (Expires 02/07/2014)
Total Estimated Annual Expenditure: $40,000.00
UTILITY TRUCK EQUIPMENT CC#310989420 (Expires 09/23/2016)
Total Estimated Annual Expenditure: $25,000.00
RUSH TRUCK CENTERS OF OHIO, INC CC#461123337 (Expires 12/06/2015)
Total Estimated Annual Expenditure: $200,000.00
SUTPHEN CC# 310671786 (Expires 03/19/2015)
Total Estimated Annual Expenditure: $175,000.00
HORTON EMERGENCY VEHICLES CC# 352018529 (Expires 06/27/2016)
Total Estimated Annual Expenditure: $30,000.00
BELL EQUIPMENT CC# 381941706 (Expires 08/22/2016)
Total Estimated Annual Expenditure: $50,000.00
H Y O INC DBA PENGWYN CC#311201883 (Expires 08/20/2015)
Total Estimated Annual Expenditure $20,000.00
MICHAEL W. YOST DBA TECH SOURCE CC#270528341 (Expires 3-20-2015_
Total Estimated Annual Expenditure $15,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
EMERGENCY ACTION is requested to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services, and UTC Fund. Fleet Management will be required to obtain approval to expend from its own appropriations for its estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contracts for the option to purchase equipment and services with Finley Fire, Utility Truck Equipment, Rush Truck Center-Columbus, Sutphen, Horton Emergency Vehicle, Bell Equipment, Pengwyn ant Tech Source Ltd in accordance with the sole source provisions of the Columbus City Codes, to authorize the expenditure of eight dollars from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($8.00)
Body
WHEREAS, the Fleet Management Division has a need to procure automotive equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair City vehicles on short notice; and
WHEREAS, at times providers of various automotive equipment parts, supplies, and services do not submit bids because they are the sole authorized parts vendor or repair facility within the geographic area Columbus, Franklin County; and
WHEREAS, the Fleet Management Division has a need to procure automotive and truck equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair a variety of City vehicles on short notice, especially emergency service and refuse collection vehicles, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Fleet Management Division, in that it is immediately necessary to enter into contracts for an option to purchase vehicle parts and services, 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 sole source contracts for an option to purchase vehicle parts and services for a term of approximately two (2) years, expiring October 31, 2016, with the option to renew for one (1) additional year as follows:
Finley Fire: Amount: $1.00
Utility Truck Equipment: Amount: $1.00
Rush Truck Centers of Ohio, Inc: Amount: $1.00
Sutphen: Amount: $1.00
Horton Emergency Vehicles: Amount: $1.00
Bell Equipment: Amount: $1.00
H Y O Inc. dba Pengwyn: Amount $1.00
Michael W. Yost dba Tech Source Ltd: Amount $1.00
SECTION 2. That the expenditure of $8.00 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 this purchase is in accordance with the provisions of the Columbus City Code, Section 329.07(e), "Sole Source Procurement."
SECTION 4. That for the reasons 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.