Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase Parts for Grounds Equipment and Small Engines 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 November 30, 2016 with the option to renew for one (1) additional year subject to mutual agreement. The Purchasing Office opened formal bids on August 14, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005512). One Hundred Eighty six (186) Bids were solicited: (F1-3; M1A-1; MBR-2) Three (3) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Buckeye Power Sales CC#314365080 (expires 11-20-2015 )
Century Equipmentt CC#344478146 (expires 9-19-2016 )
Total Estimated Annual Expenditure: $172,000.00
These 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.
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 will expire on November 30, 2014 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 Grounds Equipment and Small Engines with Buckeye Power Sales, and Century Equipment, to authorize the expenditure of two (2) dollars to establish the contract from the General Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 14, 2014 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 Grounds Equipment and Small Engines 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 Grounds Equipment and Small Engines , this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fleet Management, in that it is immediately necessary to enter into a contract for an option to purchase Parts for Grounds Equipment and Small Engines 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 Grounds Equipment and Small Engines for the term ending November 30, 2016 with the option to extend this contract subject to mutual agreement for one (1) year in accordance with Solicitation No. SA005512 as follows:
Buckeye Power Sales Items 6, 8 and 10. Items Amount $1.00
Century Equipment Items 1, 4, 5 and 9 Amount $1.00
SECTION 2. That the expenditure of $2.00 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 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.