Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Small Engine and Grounds Equipment Parts with AG-PRO OHIO LLC and Jerry Pate Turf & Irrigation, Inc. The Division of Fleet Management is the primary user for small engine and grounds equipment parts. Small Engine and Grounds Equipment Parts are used to repair and maintain City owned assets such as lawn and landscape equipment. The term of the proposed option contracts would be approximately three (3) years, expiring November 30, 2027, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 17, 2024. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002726
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ028697). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
AG PRO OHIO LLC, CC# 028089 Pending, Item #’s 1-4 and 9-17, $1.00
Jerry Pate Turf & Irrigation, Inc., CC# 034768 Pending, Item #’s 5,6,7 and 8, $1.00
Total Estimated Annual Expenditure: $45,000.00, Division of Fleet Management, the primary user Division of Fleet
The companies are 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.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the current contract will expire November 30, 2024 and it is vital there is an uninterrupted supply of these products use to repair and maintain City owned asses such as lawn and landscape equipment.
FISCAL IMPACT: The expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002726. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Director of the Department of Finance and Management to enter into two (2) Universal Term Contracts for the option to purchase Small Engine and Grounds Equipment Parts UTC with AG-PRO OHIO LLC and Jerry Pate Turf & Irrigation, Inc.; and to authorize the expenditure of $2.00 from General Budget Reservation BRPO002726; and to declare an emergency. ($2.00).
Body
WHEREAS, the Small Engine and Grounds Equipment Parts UTC will provide for the purchase of replacement and repair parts from manufacturers used to repair City owned equipment; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 17, 2024 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fleet Management to ensure the ability to purchase OEM repair parts for City of Columbus owned equipment in that it is necessary to authorize the Director of the Department of Finance and Management to immediately enter into two (2) Universal Term Contracts with AG-PRO OHIO LLC and Jerry Pate Turf & Irrigation, Inc., for the option to purchase Small Engine and Grounds Equipment Parts for the repair and maintenance of City of Columbus owned equipment because the current contract will expire November 30, 2024, all for the immediate preservation of the public health, peace, property, safety, and welfare; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management is hereby authorized to enter into the following Universal Term Contracts for the option to purchase small engine and grounds equipment parts for City of Columbus owned equipment in accordance with Request for Quotation RFQ028697 for a term of approximately three (3) years, expiring November 30, 2027 with the option to renew for one (1) additional year, as follows:
AG PRO OHIO LLC, Item #’s 1-4 and 9-17, $1.00
Jerry Pate Turf & Irrigation, Inc., Item #’s 5,6,7, and 8, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002726 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.