Explanation
BACKGROUND: This ordinance is for the option to purchase OEM Grounds Equipment Parts, Supplies and Accessories on an as needed basis by the Finance and Management Department Division of Fleet Management to maintain and repair the City's fleet of grounds maintenance equipment. The term of the proposed option contract will be through April 30, 2014 with the option to extend this contract for One (1) additional year if mutually agreed upon. 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. SA004185). One hundred seventy (170) Bids were solicited: (MBR-2; M1A-2; F1-2). Two (2) Bids were received.
The lowest bidder was deemed non responsive due to their not bidding OEM parts as required in the bid document.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Baker Vehicle Systems, Inc CC#340690924 (expires 7-8-2012)
Total Estimated Annual Expenditure: $40,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because, without emergency action, an uninterrupted supply of Grounds Equipment Parts and Supplies will not be maintained for the repair and servicing of the City's fleet of equipment 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 the Finance and Management Director to enter into contracts for the option to purchase OEM Grounds Equipment Parts, Supplies and Accessories on an as needed basis with Baker Vehicle Systems, Inc.; to authorize the expenditure of One dollar to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the City requires OEM Grounds Equipment Parts, Supplies and Accessories in order to repair its ground equipment; and
WHEREAS, the Purchasing Office advertised and solicited formal bids November 21, 2011 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 Grounds Equipment Parts, Supplies and Accessories; and
WHEREAS, these OEM Grounds Equipment Parts, Supplies and Accessories are necessary to allow the Division of Fleet Management to maintain the City's fleet of equipment, 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 OEM Grounds Equipment Parts, supplies and Accessories , because, without emergency action, an uninterrupted supply of OEM Grounds Equipment Parts, Supplies and Accessories will not be maintained for the servicing of the City's fleet of equipment and the efficient delivery of valuable public services will be slowed; 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 contracts for an option to purchase OEM Grounds Equipment Parts, Supplies and Accessories for the term ending April 30, 2014 with the option to extend for One (1) additional year in accordance with Solicitation No. SA004185 as follows:
Baker Vehicle Systems, Inc.: Item 2 Jacobson Parts: 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.