Explanation
BACKGROUND: This legislation is for the option to establish UTC contracts for Auto Body Repair Services for the Division of Fleet Management, the primary user. These contracts will provide for the purchase of auto body repair services for vehicles, trucks and equipment such as trailers, tractors, street sweepers, etc. The term of the proposed option contracts would be approximately two years, expiring June 30, 2017, with the option to renew for two additional one (1) year periods. The Purchasing Office opened formal bids on April 9, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Solicitation No. SA005788). One hundred ninety (190) bids were solicited: (M1A-4, F1-3, MBR-0). Ten (10) bids were received. The four different items (categories) of the bids are for repairs for vehicles up to 14,000 GVWR, vehicles between 14,000 - 26,000 GVWR, vehicles over 26,000 GVWR and equipment (trailers, tractors, etc). Review of the bidders and their facilities resulted in several bidders being determined to be unable to perform work on certain sizes of vehicles and withdrawing a portion of their bid. Additionally one vendor failed to bid an hourly rate for mechanical labor for several items and were deemed non-responsive.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
MI Collision LLC, MAJ, CC# 45-4364050 expires 01/09/2017, Item 1, $1.00
Keens Body Shop, MAJ, CC# 31-0854439 expires 06/08/2017, Item 2, $1.00
Custom Fleet & Auto Body, Inc., MAJ, CC# 20-4790122 expires 01/30/2017, Item 3, $1.00
A-tec Upholstery & Body Shop, MAJ, 26-1813154 expires 06/12/2017, Item 4, $1.00
Total Estimated Annual Expenditure: $400,000.00, Division of Fleet Management, the primary user
The companies are 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 these option contracts 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 four (4) contracts for the option to purchase Auto Body Repair Services with MI Collision LLC, Keens Body Shop, Custom Fleet & Auto Body, Inc. and A-tec Upholstery & Body Shop; to authorize the expenditure of $4.00 to establish the contracts from the General Fund; and to declare an emergency. ($4.00).
Body
WHEREAS, Auto Body Repair Services are utilized by the Division of Fleet Management for repairs to various automobiles, trucks and equipment in use throughout all City agencies; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 9, 2015 and selected the overall lowest, responsive, responsible and best bidders; 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 Auto Body Repair 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 authorize the Director to enter into contracts for the option to purchase Auto Body Repair 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 contracts for the option to purchase Auto Body Repair Services in accordance with Solicitation No. SA005788 for a term of approximately two years, expiring June 30, 2017, with the option to renew for two additional one (1) year periods, as follows:
MI Collision LLC, Item 1, $1.00
Keens Body Shop, Item 2, $1.00
Custom Fleet & Auto Body, Inc., Item 3, $1.00
A-tec Upholstery & Body Shop, Item 4, $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
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.