Explanation
BACKGROUND: For the option to purchase Automobiles for the City of Columbus. Automobiles are used in various City agencies.
The term of the proposed option contract would be from the date of execution by the City up to and including September 30, 2011 or manufacturer's build-out date. The Purchasing Office opened formal bids on October 21, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003722). Fifty Seven (57) bids were solicited; Eight (8) bids were received. Bid specifications for four different types of automobiles included options for propane conversion, hybrid, plug in hybrid, electric vehicle, flexible fuel capability, and compressed natural gas (CNG) to meet the City's Environmental Code.
The recommendation includes four awards which include environmentally preferred options. The four awards include a compressed natural gas (CNG) vehicle option (Ford Focus and Ford Fusion); hybrid vehicle option (Ford Fusion), and flexible fuel capability option (Ford Fusion, Dodge Caravan, and Chevrolet Impala).
No responsive bids were received for compact automobiles, mini passenger van, or full size front wheel drive that operate on hybrid; no responsive bids were received for compact automobiles that operate on flexible fuel capability; no responsive bids were received for mini passenger van or full size front wheel drive automobile that operate on compressed natural gas capability, and no responsive bids were received for the propane conversion, plug in hybrid, or electric vehicle option for any vehicle type.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Item 1:
Compact Auto 4 Door/Ford Focus - (Primary) Ricart Properties Inc. dba Ricart Ford, Inc. CC#311282546 (Expires 9-21-12)
Compact Auto 4 Door/Ford Focus - (Secondary with compressed natural gas option (CNG)) Germain Ford CC#311742492 (Expires 10-7-12)
Item 2:
Mid-Size Auto 4 Door/Ford Fusion - Germain Ford CC#311742492 (Expires 10-7-12)
Item 3:
Mini Passenger Van/Dodge Caravan - Golling's Arena Dodge, Inc. CC#161618188 (Expires 11-2-11)
Item 4:
Full Size Front Wheel Drive Auto 4 Door/Chevrolet Impala - Byers Chevrolet CC#314139860 (Expires 3-29-12)
Total Estimated Annual Expenditure: $4,000,000.00
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 Mail, Print Services and UTC Fund. City Agencies 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 four (4) contracts for the option to purchase Automobiles with Ricart Properties Inc. dba Ricart Ford, Inc., Germain Ford, Golling's Arena Dodge Inc., and Byers Chevrolet; to authorize the expenditure of four (4) dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($4.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 21, 2010 seeking environmental options 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) 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 automobiles 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 Automobiles, 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 Automobiles in accordance with SA003722 thru September 30, 2011 as follows:
Ricart Properties Inc. dba Ricart Ford, Inc., Item 1 (Primary): Amount: $1.00
Germain Ford - Item 1 (Secondary) and Item 2: Amount: $1.00
Gollings Arena Dodge, Inc., Item 3: Amount: $1.00
Byers Chevrolet, Item 4: Amount: $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from the 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.