Explanation
BACKGROUND: For the option to purchase Light Duty Trucks. The term of the proposal option contract would be through August 31, 2008 or manufacturer's build out. The Purchasing Office opened formal bids on September 13, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002595). Twenty Three (23) bids solicited; Six (6) bids received. This bid seeks flexible fuel capability, compressed natural gas and hybrid options to meet the City's Environmental Code. Three (3) bids responded to flexible fuel capability. No bids responded to the compressed natural gas or hybrid options.
The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidders including environmental options as possible.
Taylor Chevrolet CC#314446938 (Expires 8/17/2008)
Byers Chevrolet CC#314139860 (Expires 7/10/2008)
Bob McDorman Chevrolet, Inc. CC#310714139 (Expires 9/1/2008)
Graham Ford, Inc. CC#340901877 (Expires 5/17/08)
32 Ford-Mercury, Inc. CC#311285506 (Expires 9/22/08)
Total Estimated Annual Expenditure: $2,000,000.00
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 Fund. City Agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize and direct the Finance & Management Director to enter into five (5) UTC contracts for the option to purchase Light Duty Trucks with Taylor Chevrolet, Byers Chevrolet, Bob McDorman Chevrolet Inc., Graham Ford, Inc., and 32 Ford-Mercury Inc., to authorize the expenditure of five (5) dollars to establish the contract from the Purchasing UTC Fund, and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 13, 2007 seeking environmental options and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objectives: 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; 3) purchasing environmentally preferred materials, supplies and equipment; and 4) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, these trucks 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 Finance and Management Department in that it is immediately necessary to enter into contracts 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 contracts for an option to purchase Light Duty Trucks in accordance with Solicitation SA002595 as follows:
Graham Ford Inc., Item #2 & 3 Primary with Flex Fuel Capability, and Item #5,6 & 7, Amount: $1.00
Bob McDorman Chevrolet Inc. Item #: 3-Secondary with Flex Fuel Capability, Amount: $1.00
32 Ford-Mercury Inc., Item #2-Secondary with Flex Fuel Capability, and Item #8, 9, and 10, Amount: $1.00
Taylor Chevrolet Item #: 1, 3-Primary w/o Flex Fuel Capability, and 4, Amount: $1.00
Byers Chevrolet Item #11, Amount: $1.00
No bids were received for Item #12 (Battery Operated Vehicle)
SECTION 2. That the expenditure of $5.00 is hereby authorized from the Purchasing UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, 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.