Explanation
BACKGROUND: For the option to purchase OEM Truck Parts, Supplies, and Accessories for Fleet Management. The term of the proposed option contract would be from the date of execution by the City up to and including April 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties. The Purchasing Office opened formal bids on November 6, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003084). Ninety One (91) bids were solicited; Eight (8) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Bell Equipment Company CC#381941706 (Expires 11-5-10)
The McLean Company CC#340762688 (Expires 5-19-10)
Southeastern Equipment Co., Inc. CC#341503254 (Expires 3-14-09)
Fyda Freightliner Columbus, Inc. CC#310789102 (Expires 10-16-10)
Center City International Trucks, Inc. CC#311048371 (Expires 3-11-10)
Wrecker One, Inc. dba Speedway Wrecker Sales CC#201481848 (Expires 12-10-10)
Columbus Peterbilt CC#341285858 (Expires 9-9-10)
Nortrax Great Lakes, Inc. CC#311160782 (Expires 4-12-09)
Total Estimated Annual Expenditure: $200,000.00
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 Mail, Print Services and UTC Fund. Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into eight (8) contracts for the option to purchase OEM Truck Parts, Supplies, and Accessories with Bell Equipment Company, The McLean Company, Southeastern Equipment Co., Inc., Fyda Freightliner Columbus Inc., Center City International Trucks Inc., Wrecker One, Inc. dba Speedway Wrecker Sales, Columbus Peterbilt, and Nortrax Great Lakes Inc., to authorize the expenditure of eight (8) dollars to establish the contracts from the Mail, Print Services and UTC Fund, and to declare an emergency. ($8.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 6, 2008 and selected the lowest, responsive, responsible and best bids; 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, because the OEM Truck Parts, Supplies, and Accessories are used to repair and maintain City vehicles, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to enter into contracts for an option to purchase OEM Truck Parts, Supplies, and Accessories, 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 and directed to enter into the following contracts for an option to purchase OEM Truck Parts, Supplies, and Accessories in accordance with SA003084 from the date of execution by the City up to and including April 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties:
Bell Equipment Company, Items 5, and 30: Amount: $1.00
The McLean Company, Item 32: Amount: $1.00
Southeastern Equipment Co., Inc., Items 7 and 27: Amount: $1.00
Fyda Freightliner Columbus, Inc., Items 10, 11, 28, and 31: Amount: $1.00
Center City International Trucks, Inc., Items 1, 2, and 17: Amount: $1.00
Wrecker One, Inc. dba Speedway Wrecker Sales, Items 14 and 22: Amount $1.00
Columbus Peterbilt, Item 16: Amount $1.00
Nortrax Great Lakes, Inc., Item 18: Amount $1.00
SECTION 2. That the expenditure of $8.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2140, 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.