Explanation
BACKGROUND: This ordinance provides the option for Fleet Management to purchase specific and unique Vermeer vehicle and truck parts for City vehicle repairs not available from any other vendors. The term of the proposed option contract would be from the date of execution by the City up to and including June 30, 2017 with the right to extend for one (1) additional one year period subject to mutual agreement by both parties. Vermeer Heartland, Inc. is the only local distributor of specific equipment parts.
VERMEER HEARTLAND, INC. CC# 36-3116243, Expires 06/30/2017
Total Estimated Annual Expenditure: $40,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
EMERGENCY ACTION is requested to ensure an uninterrupted supply of parts and supplies to maintain the City's fleet.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. Fleet Management will be required to obtain approval to expend from its own appropriations for its estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contract for the option to purchase parts and equipment with Vermeer Heartland, Inc. in accordance with the sole source provisions of the Columbus City Codes; to authorize the expenditure of one dollar from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Fleet Management Division has a need to procure automotive and equipment parts and supplies from local authorized OEM parts vendor in order to repair City vehicles and equipment on short notice; and
WHEREAS, at times providers of various automotive equipment parts and supplies do not submit bids because they are the sole authorized parts vendor or repair facility within the geographic area Columbus, Franklin County; and
WHEREAS, the Fleet Management Division has a need to procure automotive and equipment parts and supplies from the local authorized parts vendor in order to repair a variety of City vehicles on short notice, and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to authorize the Finance Director to enter into a contract for an option to purchase vehicle and equipment parts and 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 to enter into the following sole source contracts for the option to purchase vehicle parts and services for a term of approximately two (2) years, expiring June 30, 2017, with the option to renew for one (1) additional year as follows:
Vermeer Heartland, Inc., Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund: Organization Level 1: 45-01; Fund 10; OCA 450047 Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That this purchase is in accordance with the sole source procurement provisions of City Code Chapter 329.
SECTION 4. 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.