Explanation
BACKGROUND: This ordinance is for the option to purchase Parker Motors and Chelsea PTO Parts through a Universal Term Contract for the Fleet Management Division. Parker Motors and Chelsea PTOP Parts are used by the Fleet Management Division to repair various vehicles. The term of the proposed option contract will be two years. The contract is through October 31, 2013, with the option to extend for one additional year, or portion thereof. The Purchasing Office opened formal bids on November 21, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004181). One hundred fifty five (155) bids were solicited: (M1A-0, F1-2, MBR-2). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder in compliance with the specifications.
Hydro Supply Company, CC# 311065617 (expires 04/06/12).
Total Estimated Annual Expenditure: $45,000.00
The 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. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) Universal Term Contract for the option to purchase Parker Motors and Chelsea PTO Parts with Hydro Supply Company; to authorize the expenditure of one (1) dollar to establish the contract 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 on November 21, 2011 and selected the lowest, responsive, responsible and best bid. One (1) bid was received; 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 maintain a supply of Parker Motors and Chelsea PTO Parts, 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 one (1) contract for the option to purchase Parker Motors and Chelsea PTO Parts to ensure uninterrupted supply of materials and services, 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 an option to purchase Parker Motors and Chelsea PTO Parts in accordance with Solicitation No. SA004181; contract is through October 31, 2013 and may be extended for one (1) additional one year, or portion thereof subject to mutual agreement by both parties.
Hydro Supply Company; Awarded all items; Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from 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 hereto, 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.