Explanation
BACKGROUND: For the option to purchase Vehicle Preventive Maintenance (PM) Services for Fleet Management. Vehicle Preventive Maintenance Services are needed to provide preventive maintenance for various City vehicles.
The term of the proposed option contract is from the date of execution by the City up to and including March 31, 2012 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 May 21, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003253). One hundred and seven bids (107) were solicited; Three (3) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
The McGlaughlin Oil Company/Fas Lube, Inc. / All Items / Primary: CC#314412774 (Expires 8-5-10)
Valvoline Instant Oil Change / All Items / Secondary: CC#200865835 (Expires 7-10-10)
Total Estimated Annual Expenditure: $70,000.00
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. The Fleet Management Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditure.
Title
To authorize and direct the Finance and Management Director to enter into two (2) contracts for the option to purchase Vehicle Preventive Maintenance (PM) Services from The McGlaughlin Oil Company/Fas Lube, Inc. and Valvoline Instant Oil Change; to authorize the expenditure of two (2) dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 21, 2009 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 Vehicle Preventive Maintenance (PM) Services are used to provide preventive maintenance for various City vehicles for the Fleet Management Division, 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 Vehicle Preventive Maintenance (PM) Services, 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 option to purchase Vehicle Preventive Maintenance (PM) Services in accordance with SA003253 from the date of execution by the City up to and including March 31, 2012 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties:
The McGlaughlin Oil Company/Fas Lube, Inc. / All Items / Primary: Amount: $1.00
Valvoline Instant Oil Change / All Items / Secondary: Amount: $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 3373, 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.