Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contracts (UTC) for the option to purchase Safety Vehicle Up-Fit Parts and Services for the Department of Finance and Management, Division of Fleet Management. The term of the proposed option contracts would be three (3) years, expiring December 30, 2024. This contract will expedite the delivery of parts and up-fitting services needed to up-fit vehicles for Public Safety personnel. The request for purchase of the Safety Vehicle Up-Fit Parts and Services used the best value competitive sealed proposal process (BVP) to award to the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost of other equipment as options for each unit.
Proposals were evaluated by a five (5) member committee, based upon various criteria including total cost of ownership, quality and feasibility schedule and acquisition cost resulting in an award recommendation to Parr Public Safety Equipment. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670.
BID INFORMATION: Request for Quote RFQ019095 was advertised and proposals were opened on July 22, 2021. One (1) response was received.
An evaluation committee consisting of two (2) representatives from the Department of Public Safety, two (2) from Department of Finance and Management, and one (1) from the Office of Diversity and Inclusion. Each member of the committee scored and ranked the written proposal submitted by the offeror. After evaluating the offer, in compliance with Columbus City Code 329, the committee submitted the final scores.
In accordance with the Committee recommendations, the Purchasing Office recommends the contract award as follows:
The contract for the option to purchase Safety Vehicle Up-Fit Parts and Services to Parr Public Safety Equipment.
Contract Compliance: Parr Public Safety Equipment Vendor Number #001060 Exp. 8/25/2023
Estimated Annual Expenditure: $250,000.00
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance so that safety vehicles may be placed into service as soon as practical.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: Funding to establish these option contracts is from the General 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 a contract for the option to purchase Safety Vehicle Up-Fit Parts and Services with Parr Public Safety Equipment; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001670; and to declare an emergency. ($1.00).
Body
WHEREAS, the Department of Finance and Management, Division of Fleet Management have ongoing needs to purchase Safety Vehicle Up-Fit Parts and Services; and
WHEREAS, a formal best value proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multi-departmental committee via Request for Quote RFQ019095 resulting in the recommendation to award Parr Public Safety Equipment; 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, it is necessary to up-fit newly acquired vehicles to ensure that they have the necessary equipment to be placed into service, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance, Division of Fleet Management, in that it is immediately necessary to authorize the Director to enter into a contract for the option to purchase Safety Vehicle Up-Fit Parts and Services to obtain the parts and services as quickly as possible so the it may be placed into service as soon as practical, 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 is hereby authorized to enter into the following contract for the option to purchase Safety Vehicle Up-Fit Parts and Services in accordance with Request for Quote No. RFQ019095 until December 30, 2024, as follows:
Parr Public Safety Equipment, All Items, $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001670 of this ordinance to pay the cost thereof.
SECTION 3. That for the reasons 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.