Explanation
BACKGROUND: For the option to purchase Vehicle Rental for Fleet Management. Vehicle Rental is to be provided to allow all city agencies with the ability to rent various types of vehicles for a variety of operational needs on an as-needed basis.
The term of the proposed option contract is from the date of execution by the City up to and including November 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties. The Purchasing Office opened formal bids on April 9, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003231). Twelve bids (12) were solicited; Two (2) bids were received.
The Purchasing Office is recommending awards of contracts to the lowest, responsive, responsible and best bidders:
Hertz Car Rental (Byers Car Rental, L.L.C.) / Items 1, 2, 3, 4, 5, 7, and 8 CC#314139860 (Expires 5-20-10)
Total Estimated Annual Expenditure: $50,000.00
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. 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 and Management Director to enter into contract for the option to purchase vehicle rental from Hertz Car Rental (Byers Car Rental, L.L.C.), to authorize the expenditure of one (1) dollar 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 April 9, 2009 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, because Vehicle Rental is needed to provide all city agencies with the ability to rent various types of vehicles for a variety of operational needs on an as-needed basis, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to enter into a contract for an option to purchase Vehicle 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 contract for an option to purchase Vehicle Rental in accordance with SA003231 from the date of execution by the City up to and including November 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties:
Hertz Car Rental (Byers Car Rental, L.L.C.), Items: 1, 2, 3, 4, 5, 7, and 8: 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: 3373, 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.