Explanation
BACKGROUND: To modify and extend the existing citywide contract for the option to purchase OEM Auto Parts for the Purchasing Office to and including March 31, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. Formal bids were opened on March 14, 2002 (SA000213 GRW): 3 bids received: MAJ 3; 50 bids solicited: MAJ 47, MBE 3; FBE 0); Contracts FL001176 with Byers Chevrolet LLC (contract compliance number 314139860). and FL001177 with Dick Masheter Ford Inc, (contract compliance number 310729896) were approved per Ordinance #0723-02, passed May 6, 2002.
1. Amount of additional funds: No funding is required to extend these option contracts. Fleet Management must obtain approval to expend from their own budgeted fund for their estimated expenditures. The annual expenditure estimate is $525,000.00. (Byers Chevrolet LLC $250,000.00 and Dick Masheter Ford Inc. $275,000.00)
These companies are not debarred according to the Federal Excluded Parties Listing.
2. Reason additional needs were not foreseen: Not applicable. The original contract was established with the option to renew if all parties agree.
3. Reason other procurement processes not used: It is in the best interest of the city to continue to utilize the terms, conditions and pricing in the existing contracts.
4. How cost was determined: Pricing is in accordance with SA000213 GRW.
FISCAL IMPACT: No funding is required to extend the option contract.
This ordinance is being submitted as an emergency because without emergency action, no less then thirty-seven days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase OEM Auto Parts from Byers Chevrolet LLC and Dick Masheter Ford Inc. and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 14, 2002 for the purchase of OEM Auto Parts (SA000213 GRW) and entered into contract with Byers Chevrolet LLC. and Dick Masheter Ford Inc. based on bids received; and
WHEREAS, both vendors have agreed to extend contracts number FL001176 and FL001177 until March 31, 2005 in accordance with the option to extend in the existing contract and it is in the best interest of the City to exercise this option; and
WHEREAS, this ordinance is being submitted as an emergency measure because current contracts would expire on March 31, 2004 an we must maintain the existing supply matrix without interruption; for the purchase of OEM Auto Parts used in maintaining the safety of City's fleet of vehicles and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to extend FL001176 and FL001177 for the option to purchase OEM Auto Parts, 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 Director be and is hereby authorized and directed to modify and extend FL001176 with Byers Chevrolet LLC. and FL001177 with Dick Masheter Ford Inc. to and including March 31, 2005
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Code.
SECTION 3. That for the 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, or ten days after passage if the Mayor neither approves nor vetoes the same.