Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Light Duty Emergency Vehicle Upfit Services with Parr Public Safety Equipment Inc. The Division of Fleet Management will be the sole user for Light Duty Emergency Vehicle Upfits. This contract will expedite the delivery of parts and upfitting services needed to upfit vehicles for Public Safety personnel. The term of the proposed option contract would be approximately three (3) years, expiring December 31, 2027, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on November 14, 2024. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726.
A formal best value proposal (BVP) solicitation was published for the purchase of Light Duty Emergency Vehicle Upfit Services.
BID INFORMATION: Request for Quotation RFQ029027 was advertised and proposals were opened on November 14, 2024. One (1) proposal was received.
An evaluation committee consisting of one (1) representative from the Division of Fleet Management, one (1) representative from the Division of Police, and one (1) representative from the Division of Fire reviewed the proposal submitted by the offeror. Each member of the committee scored and ranked the written proposal based upon various criteria including quality and feasibility, past performance, specification conformity, schedule and delivery, and acquisition cost.
In accordance with the committee recommendation, the Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Parr Public Safety Equipment Inc., CC# 001060 expires 12/27/2026, WBE# 001060 expires 6/5/2026, All Items, $1.00
Total Estimated Annual Expenditure: $1,500,000.00, Division of Fleet Management, sole user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance so that safety vehicles may be placed into service as soon as practical.
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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726. 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 Universal Term Contract for the option to purchase Light Duty Emergency Vehicle Upfit Services with Parr Public Safety Equipment Inc.; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00)
Body
WHEREAS, the Light Duty Emergency Vehicle Upfit Services UTC will provide for the purchase of emergency vehicle upfit services used by the Department of Finance and Management, Division of Fleet Management; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 14, 2024, and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Fleet Management in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Light Duty Emergency Vehicle Upfit Services for use with safety 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 is hereby authorized to enter into the following Universal Term Contract for the option to purchase Light Duty Emergency Vehicle Upfit Services in accordance with Request for Quotation RFQ029027 for a term of approximately three (3) years, expiring December 31, 2027, with the option to renew for one (1) additional year, as follows:
Parr Public Safety Equipment Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726 of this ordinance 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.