Explanation
Background: This ordinance authorizes the Finance and Management Director to establish a purchase order with Grimco Inc., in the amount of $51,286.46 for the purchase of Gerber 3M vehicle decal materials per the results of bid RFQ010926. The decal materials are for use by the Fleet Management Division for the up-fitting of vehicles for various divisions. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. Three bids were received and opened for RFQ010926 on November 29, 2018 as follows:
Grimco Inc., (CC#: 43-0955083, exp. 8/15/2020, MAJ) $51,286.46
Hyatt’s Graphic Supply Co., (CC#: 16-0874429, exp. 5/11/2017, MAJ) $63,727.32
4 Epic Promos LLC., (CC#: 47-3294414, exp. 11/27/2020, MAJ) $69,334.07
The Finance and Management Department recommends the bid be awarded to Grimco Inc., as the lowest, most responsive and responsible bidder.
Grimco Inc Vendor #023773
Fiscal Impact: This ordinance authorizes an expenditure of $51,286.46 from the Fleet Management Operating Fund with Grimco, Inc, for the purchase of Gerber 3M vehicle decal materials. During 2019, the Fleet Management Division is budgeted to spend $4.5 million for parts, to keep the City's fleet of approximately 6,000 vehicles in operation. In 2018, the Fleet Management Division expended $5.25 million for parts to keep the City's vehicle fleet in operation. In 2017, the Fleet Management Division expended $4.8 million for parts.
This ordinance is contingent on the passage of the 2019 Operating Budget.
Emergency action is requested so that vehicles can be up-fitted with decals as soon as possible and placed into service for immediate use.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order with Grimco Inc., for the purchase of Gerber 3M vehicle decal materials; to authorize the expenditure of $51,286.46 from the Fleet Management Operating Fund; and to declare an emergency. ($51,286.46)
Body
WHEREAS, the City has a need for Gerber 3M vehicle decal materials for use by the Fleet Management Division on vehicles for various divisions; and
WHEREAS, the Purchasing Office advertised a formal bid (RFQ010926) on November 29, 2018; and
WHEREAS, the Finance and Management Department recommends a bid award to Grimco Inc., as the overall lowest, most responsive, and responsible bidder; and
WHEREAS, it is necessary to authorize the expenditure of $51,286.46 from the Fleet Management Operating Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to establish a purchase order for the purchase of Gerber 3M vehicle decal materials for up-fitting on various City vehicles, 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, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order with Grimco Inc. for the purchase of Gerber 3M vehicle decal materials , as follows:
Request for Quotation RFQ010926: Grimco Inc., $51,286.46.
SECTION 2. That the expenditure of $51,286.46, so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized in Fund 5200 Fleet Management Operating Fund in object class 02 per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 0070-2019 Legislation Template.xls
SECTION 3. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That for 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, nor ten days after passage, if the Mayor neither approves nor vetoes the same.