Explanation
BACKGROUND: This legislation is for the option to establish a UTC contract for CNG Fueling Services for the Division of Fleet Management, the sole user. The City of Columbus is currently working on the construction of a City-owned CNG fueling facility on the west side of Columbus to facilitate it's fueling needs, particularly for Division of Refuse vehicles among other City equipment. It is not anticipated to be operational for at least 18 months. Until that time it is necessary to contract for CNG fueling services with the facility located nearest to the vehicles in need. The Division of Fleet Management has determined that U.S. Venture is the best and most efficient location to obtain CNG services in this instance and has requested the Division of Purchasing to enter into an option contract to provide for these services until the new City of Columbus facility is operational. It is recommended that the City waive the competitive bidding procedure to allow for award to U.S. Venture, Inc., the location that Fleet Management has determined best suits the City's needs. The term of the porposal option contract would be approximately two (2) years, expiring July 31, 2017.
The Purchasing Office is recommending award as follows:
U.S. Venture, Inc., CC# 39-0964014 expires 03/10/2017
Total Estimated Annual Expenditure: $150,000.00, Division of Fleet Management, the sole user.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. 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 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 CNG Fueling Services with U.S. Venture, Inc.; to authorize the expenditure of $1.00 to establish the contract from the General Fund; to waive competitive bidding requirements of City Code Chapter 329; and to declare an emergency. ($1.00).
Body
WHEREAS, Fleet Management has a need to establish a contract for the purchase of CNG Fueling Services with U.S. Venture, Inc. until the City's own CNG Fueling Station is completed on the City's West side; and
WHEREAS, it is necessary to waive the competitive bidding requirements of City Code Chapter 329 in order to enter into this contract with the facility that logistically is the best location to provide these services in order to minimize unnecessary travel to obtain CNG fuel for City vehicles providing services in that section of the City and Fleet Management has negotiated a price below the Contractor's standard rate; 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 CNG Fueling Services, 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 and Management, Purchasing Office, in that it is immediately necessary to enter into a contract for an option to purchase CNG Fueling 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 the option to purchase CNG Fueling Services for a term of approximately two (2) years, expiring July 31, 2017 as follows:
U.S. Venture, Inc., Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Fund, Organization Level 1: 45-01, Fund: 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That this Council finds it in the best interest of the City to waive, and does hereby waive, the formal competitive bidding provisions of City Code Chapter 329.
SECTION 4. 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.