Explanation
BACKGROUND: This ordinance authorizes the option to purchase Automobiles and Police Pursuit Vehicles for the City of Columbus. Automobiles are used by various City agencies. The contract will allow the City to purchase any automobile, crossover or SUV manufactured by Ford. The majority of vehicles to be purchased from this contract are likely to be the Ford Focus, Fusion, Taurus, Escape, Explorer and the Ford Police Interceptor.
The term of the proposed option contracts will be through June 30, 2018 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA005761. The Purchasing Office opened formal bids on March 5, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 (Solicitation No. SA005761). Forty-two (42) bids were solicited (MAJ: 40, MBR: 2) Four (4) bids were received (MAJ: 4). The specifications asked the bidders to provide a dollar amount over triple net dealer invoicing.
The Purchasing Office is recommending award of two contracts to the lowest responsive, responsible and best bidders:
Byers Ford, LLC, contract compliance 31-4139630 expiration 12/17/2015
Statewide Ford Lincoln, Inc., contract compliance 34-1748921, expiration 09-02-2016
Total Estimated Annual Expenditure: $2,500,000.00
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.
This ordinance is being submitted as an emergency because, without emergency action, the 2015 model year build-out dates may pass and the City could pay more money for 2016 model year automobiles.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into two contracts for the option to purchase Automobiles with Byers Ford, LLC and Statewide Ford Lincoln, Inc. and to authorize the expenditure of two dollars ($2.00) to establish these contracts from the General Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 5, 2015 and selected the lowest responsive, responsible and best bids; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for all City agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, these vehicles will replace older, high maintenance units used in the daily operations of City Agencies, 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 in that it is immediately necessary to enter into two contracts for the option to purchase Automobiles so that the 2015 build out dates are not missed 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 contracts for the option to purchase Automobiles in the City of Columbus for the term ending June 30, 2018 with the option to extend for one additional year in accordance with Solicitation No. SA005761 as follows:
Byers Ford, LLC, Items: 1, 3-16. Amount $1.00
Statewide Ford Lincoln, Inc., Items: 2, 3, 8, 9, 12, 13. Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund: 10, Object Level 3: 2270, OCA: 450047, 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.