Explanation
BACKGROUND: For the option to purchase Automobiles. The term of the proposed option contract would be through August 31, 2008 or manufacturers build-out. The Purchasing Office opened formal bids on September 13, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002596). Seventeen bids were solicited; Three (3) bids were received. This bid seeks flexible fuel capability, compressed natural gas and hybrid options to meet the City's Environmental Code.
No bidder responded to the environmental options. The Purchasing Office is recommending contract award to the lowest responsive, responsible and best bidders:
Byers Chevrolet CC#314139860 (Expires 07/10/08)
32 Ford Mercury, Inc. CC#311285506 (Expires 9/22/08)
Graham Ford Inc. CC#340901877 (Expires 05/17/08)
Total Estimated Annual Expenditure: $800,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because, without 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 UTC Account. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize and direct the Finance & Management Director to enter into three (3) UTC contracts for the option to purchase Automobiles with Byers Chevrolet, 32 Ford Mercury, Inc., and Graham Ford Inc., to authorize the expenditure of three (3) dollars to establish the contract from the Purchasing/UTC Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 13, 2007 seeking environmental options and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objective: 1) maximizing the use of City resources by obtaining optimal products/services at low prices; 2) encouraging economic development by improving access to City bid opportunities; 3) purchasing environmentally preferred materials, supplies and equipment; and 4) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, these vehicles will replace older, high maintenance units used in the daily operations of city agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to enter into contracts for an option to purchase Automobiles, 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 and directed to enter into the following contracts for an option to purchase Automobiles in accordance with Solicitation SA002596 as follows:
Byers Chevrolet, Item # 1, 5 and 6, Amount: $1.00
32 Ford Mercury, Inc., Item # 3, Amount: $1.00
Graham Ford Inc. Item #: 4, Amount: $1.00
No bids were received for Item # 2
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing UTC Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.