Explanation
BACKGROUND: For the option to purchase Light Duty Trucks for all City agencies. The term of the proposal option contract would be one (1) year. Contract is through August 31, 2005. The Purchasing Office opened formal bids on November 11, 2004.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001331 GRW. Fifty-eight (MAJ:58, MBE:0, FBE:0) bids were solicited; four (MAJ:04) bids were received.
The apparent low bidder for Item 1 (mini cargo van) 32 Ford Mercury bid a window van. This prevents agencies from installing a bin/rack system. 32 Ford Mercury was deemed non-responsive to section 3.1.8 of the specifications. Byers Chevrolet LLC submitted the next lowest numerical bid that met the specification requirements. Items 15 and 16 are no longer required (extra manuals) and are therefore not recommended for award to any company.
Pursuant to section 1.9 of the specifications, the Purchasing Office is recommending primary and secondary contracts for items 6 (1/2 ton full-size pick up) and item 9 (compact SUV). These vehicles are alternative fuel vehicles and have optional hybrid electric/gas capability.
The Purchasing Office is recommending the following contract awards:
32 Ford Mercury, Inc., MAJ, CC#311285506, $147,128.00
Byers Chevrolet LLC, MAJ, CC#314139860, $564,891.00
Haydocy Pontiac GMC Trucks Inc., MAJ, CC#314398091, $440,490.00
Total Estimated Annual Expenditure: $1,152,509.00
These companies are not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
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 Purchasing Contract Account. 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 Director to enter into three contracts for the option to purchase Light Duty Trucks with 32 Ford Mercury, Byers Chevrolet LLC and Haydocy Pontiac GMC Trucks Inc., to authorize the expenditure of three dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 11, 2004 and selected the lowest most 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, in order to ensure Light Duty Trucks are available for purchase by city agencies prior to the manufacturer's build out dates, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of city agencies in that it is immediately necessary to enter into contract(s) for an option to purchase Light Duty Trucks, 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 enter into the following contract(s) for an option to purchase Light Duty Trucks in accordance with Solicitation No. SA001331 GRW as follows:
32 Ford Mercury Inc., Items: 2, 9 alternate and 12: $1.00
Byers Chevrolet LLC, Items: 1, 3, 4, 5, 6 primary, 9 primary 10, 11 and 13, Amount: $1.00
Haydocy Pontiac GMC Trucks Inc., Items: 6 alternate, 7 and 8, Amount $1.00
No awards will be made for items 15 and 16.
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, 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.