Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase Oils and greases Parts for Fleet Management, the largest user to and including March 31, 2007. Formal bids were opened by the Purchasing Office on April 3, 2003 The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA00421 GRW). Sixty seven (MAJ:59, MBE:7, FBE:1) bids solicited; eight bids received. Contracts were established with the following vendors and were established in accordance with the bids received:
Four O Corporation dba Oil Distributing Company FL001727, (MAJ), CC# 31-0715158, $75,000.00; Circleville Oil Company, FL001728, (MAJ), CC# 31-4147860, $30,000.00; Holton Oil Company Inc. FL001730, (MAJ) CC# 31-4424292, $65,000.00; Glockner Oil Company, FL001731, (MAJ) CC# 31-1004796, $2,000.00; Columbus Oil Company, FL001732, (MAJ) CC# 31-4396732, $5,000.00.
Total Estimated Annual Expenditure: $177,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
1. Amount of additional funds: The estimated annual expenditure for all contracts is $177,000.00. The Fleet Management Division must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: No better pricing/terms or conditions are expected by re-bidding at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. The Fleet Management Division must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of service to the City Agency using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase Oils and Greases, with center Four O Corporation dba Oil Distributing Company, Circleville Oil Company, Holton Oil Company, Glockner Oil Company, and Columbus Oil Company, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid(s); and
WHEREAS, vendor has agreed to extend the above referenced contracts at current prices and conditions to and including March 31, 2007 and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide Oils and Greases for use in maintaining the city's fleet of vehicles and equipment this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to extend the above referenced contracts for the to purchase Oils and greases 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 modify and extend the above referenced contracts with the listed vendors to and including March 31, 2007.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. 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.