Explanation
BACKGROUND: For the option to purchase Auto Body Repair for Fleet Management. The term of the proposal option contract would be two (2) years with the option to extend for one (1) additional year. Contract is through January 31, 2006. The Purchasing Office opened formal bids on October 23, 2003.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000548. One hundred sixty six (MAJ:160, MBE:4, FBE:1) bids were solicited; nine (MAJ:9, MBE:0, FBE0) bids were received.
While there were lower bids submitted, they did not meet key specifications in that pages were missing from the bid proposal or bidders failed to complete the bid documents correctly. The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Keen's Body Shop Inc., MAJ, CC#310854439, $200,00.00
Burns Body Shop, MAJ, CC#311327701, $200,000.00
These companies are not debarred according to the Federal Excluded Parties Listing.
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 Contract Account. 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 Director to enter into two contracts for the option to purchase Auto Body Repair with Keen's Body Shop Inc. and Burns Body Shop, to authorize the expenditure of two dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($2.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 23, 2003 and selected the lowest, responsive, responsible and best bids; 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to establish a supply matrix to provide safe vehicles for City employees as soon as possible for Auto Body Repair, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into two contract(s) for an option to purchase Auto Body Repair, 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 enter into the following contracts for an option to purchase Auto Body Repair in accordance with Solicitation No. SA000548 as follows:
Keen's Body Shop Inc., All Items: Amount: $1.00
Burns Body Shop, All Items: Amount: $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from Purchasing Contract 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.