Explanation
BACKGROUND: For the option to purchase Generator Repair, PM Services and Rentals on an as needed basis by the Finance and Management Department, Division of Fleet Management to maintain and repair the City's fleet of emergency generators and to provide for the rental, if required of additional generators to protect the City's operations. The term of the proposed option contract will be through April 30, 2011 with the option to extend this contract for Two (2) additional one (1) year periods. The Purchasing Office opened formal bids on August 13, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003321). Twenty (22) Bids were solicited. Six (6) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
J.D. Power Systems, LLC CC#263637530 (expires 8-20-2011)
Total Estimated Annual Expenditure: $75,000.00
This company is 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 Mail, Print Services and UTC 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 and direct the Finance & Management Director to enter into a contract for the option to purchase Generator Repair, PM Services and Rentals on an as needed basis with J.D. Power Systems, LLC to authorize the expenditure of $1.00 to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids August 13, 2009 and selected the lowest responsive, and 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 Generator Repair, PM Services and the Rental of additional generators on an as needed basis; and
WHEREAS, these Generator Repairs, PM Services and Rentals are necessary to allow the Division of Fleet Management to maintain and protect the operations of the City, 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 contracts for an option to purchase Generator Repair, PM Services and Rental, 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 Generator Repair, PM Services and Rental for the term ending April 30, 2011 with the option to extend for Two (2) additional One (1) year periods in accordance with Solicitation No. SA003321 as follows:
J.D. Power Systems, LLC.All Items: Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, 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.