Explanation
BACKGROUND: For the option to purchase Automobiles for the City of Columbus. Automobiles are used in various City agencies.
The term of the proposed option contract would be from the date of execution by the City up to and including September 30, 2010 or manufacturer's build-out date. The Purchasing Office opened formal bids on October 29, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003417). Twenty Five (25) bids were solicited; Six (6) bids were received. Bid specifications for five different types of automobiles included options for propane conversion, hybrid, flexible fuel capability, and compressed natural gas (CNG) to meet the City's Environmental Code.
The recommendation includes five awards which include environmentally preferred options. The five awards include a hybrid vehicle option (Ford Fusion) and flexible fuel capability options (Ford Fusion, Dodge Grand Caravan, and Chevrolet Impala). Two awards were made based on the Environmentally Preferable Credit.
No responsive bids were received for sub compact automobiles or compact automobile that operate on flexible fuel capability or hybrid; no responsive bids were received for the propane conversion or compressed natural gas option (CNG) for any vehicle type.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Item 1:
Sub Compact/Ford Focus - Byers Ford CC# 314139860 (Expires 5-20-10)
Item 2:
Compact/Ford Focus SE - Ricart Properties Inc. dba Ricart Ford CC#311282546 (Expires 10-23-10)
Item 3:
Mid-Size Auto 4 Door/Fusion S - Ricart Properties Inc. dba Ricart Ford CC#311282546 (Expires 10-23-10)
Item 4:
Mini Passenger Van/Dodge Grand Caravan - Gollings Arena Dodge Inc. CC#161618188 (Expires 11-2-11)
Item 5:
Full Size FWD Auto 4 Door/Chevrolet Impala 4DR Sedan - Bob McDorman Chevrolet CC#310714139 (Expires 9-25-10)
Total Estimated Annual Expenditure: $6,000,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into four (4) contracts for the option to purchase Automobiles with Byers Ford, Ricart Properties Inc. dba Ricart Ford, Gollings Arena Dodge Inc., and Bob McDorman Chevrolet, to authorize the expenditure of four (4) dollars to establish the contracts from the Mail, Print Services, and UTC Fund. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 29, 2009 seeking environmental options 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) 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 automobiles will replace older, high maintenance units used in the daily operations of City Agencies; 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 SA003417 thru September 30, 2010 as follows:
Byers Ford, Item 1: Amount: $1.00
Ricart Properties Inc. dba Ricart Ford, Items 2 and 3: Amount: $1.00
Gollings Arena Dodge, Inc., Item 4: Amount: $1.00
Bob McDorman Chevrolet Inc., Item 5: Amount: $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from the Mail, Print Services, and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2140, OCA: 451130, to pay the cost thereof.
SECTION 3. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.