Explanation
BACKGROUND: For the option to purchase Light Duty Trucks for all City agencies. The term of the proposal option contract would be one year. Contract is through August 31, 2006 or manufacturer's build out The Purchasing Office opened formal bids on August 18, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA-001717 GRW). fourteen (MAJ:14, MBE:0, FBE:0) bids were solicited; five (MAJ:5) bids were received.
The Purchasing Office is recommending awards to the lowest numerical bidders in compliance with the specifications. Pursuant to section 1.9 of the specifications (multiple awards for like items) the Purchasing Office is recommending two (2) awards for item 6 to allow agencies the opportunity to purchase alternative fueled vehicle (AFV). Item 6 includes an option for a gas/electric hybrid capability. For item 7 and 8 the lowest numerical bidder failed to meet the required specification elements and was rejected. Award was made to the next lowest numerical bidder. All other items were awarded to the lowest responsive, responsible and best bidders.
32 Ford-Mercury, Inc., MAJ, CC#311285506 (expires 09/22/2008), $165,211.00
White-Allen Chevrolet Inc. MAJ, CC#310714139 (expires10/10/2008), $91,470.00
Byers Chevrolet LLC, MBE, CC#314139860 (expires 07/10/2008, $37,956.00
Total Estimated Annual Expenditure: $294,637.00
These companies are 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 Purchasing UTC Contract Account. 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 & Management Director to enter into three contracts for the option to purchase Light Duty Trucks with 32 Ford-Mercury Inc., White-Allen Chevrolet Inc. and Byers Chevrolet LLC, to authorize the expenditure of three dollars to establish the contract from the Purchasing/Universal Term Contract Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 24, 2006 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, these trucks will replace high mileage/high maintenance vehicles with newer, more fuel efficient vehicles. This is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various city agencies in that it is immediately necessary to enter into a contract(s) for an option to purchase Light Duty Trucks, 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 & Management Director be and is hereby authorized and directed to enter into the following contract(s) for an option to purchase Light Duty Trucks in accordance with Solicitation No. SA001717 GRW as follows:
32 Ford-Mercury Inc., Items: 1, 6, 7, 8, 9, 10, 11 and 12, Amount: $1.00
White-Allen Chevrolet Inc., Items: 3, 4, 5, 6, and 13 Amount: $1.00
Byers Chevrolet LLC Items: 2, and 14, Amount: $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing UTC Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.