Explanation
BACKGROUND: For the option to purchase Rental of Parking Spaces for the Police Division, the largest user, and various other City agencies. The term of the proposed option contract would be five years with three options to renew for one (1) additional year, if mutually agreed.
Following provisions of Chapter 329, Procurement of Goods and Services, bids were opened June 5, 2003. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000463). Two (MAJ:2) bids were solicited; two (MAJ:2) bids received. The lowest responsive, responsible and best bid (at $70.00 per month) from the management company for the Ludlow Alley parking garage, Standard/Republic Parking, was recommended for the award of the contract. However, legislation was not submitted because the owner of the Ludlow Alley parking garage severed the relationship with its management company, Standard/Republic Parking, before the legislation was placed on the City Council agenda for consideration.
Since the party that submitted the bid was no longer authorized to do business for that location/owner, the bid was declared non-responsive. The other bidder, Byers Parking, was $30 per month higher and declined to sign contract pages. The bid solicitation was cancelled. Upon the request of the Police Division, with the approval of the Safety Director and as the designee of the Finance Director, the Purchasing Office staff entered into negotiations with the Ludlow Alley parking garage owner (SA000570.)
During negotiations, the owner of the Ludlow Alley parking garage, with a management company now designated as "Marconi Garage LLC," agreed to offer the pricing, terms and conditions of the original bid submitted by the Standard/Apcoa Parking ($70.00 per month) now being reconsidered informally by the Procurement Manager on behalf of the City.
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The Purchasing Office is recommending award of a contract to:
Marconi Garage, LLC., MAJ, CC#31-6084775
Estimated Annual Expenditure: $130,000.00
The company is not debarred according to the Excluded Party Listing System of the Federal Government. Since additional legislation will most likely be necessary for any division to purchase off this option contract, this ordinance is submitted as an emergency. Without this 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 Contract Account. The Police Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into a contract for an option to purchase Rental of Parking Spaces, with Marconi Garage, LLC, to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, to waive formal competitive bidding requirements and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 5, 2003 and selected the lowest bid; and
WHEREAS, the Purchasing Office did not enter into a contract as the result of that bid because the low bidder, Standard/APCOA Parking is no longer the management agent for the Ludlow Alley parking garage and the only other bidder did not sign contract pages; and
WHEREAS, the new manager of the garage, Marconi Garage, LLC, has agreed to the pricing submitted by Standard/APCOA Parking on June 5, 2003, and with the consent of the Ludlow Alley parking garage owner; and
WHEREAS,. The Finance Department through its Purchasing Office has recommended that it is in the best interest of the City to enter into a contract with Marconi Garage, LLC in order to provide parking for City-owned vehicles; and
WHEREAS, this ordinance addresses Purchasing objectives 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, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Rental of Parking Spaces, 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Rental of Parking Spaces in accordance with Solicitation No. SA000570 as follows:
Marconi Garage, LLC, Item(s): ALL, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-516, Object Level 3: 2270, OCA: 451120, to pay the cost thereof.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Sealed Bidding) of the Columbus City Code.
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.