Explanation
BACKGROUND: This ordinance is for the option to purchase Ultra Low Sulfur Diesel and Biodiesel Fuel for the Department of Finance and Management, Fleet Management Division, the largest user, and for other City agencies as needed. Ultra Low Sulfur Diesel and Biodiesel Fuel are used by the Fleet Management Division to fuel city vehicles. Biodiesel is used where appropriate because it is a clean burning fuel produced from domestic, renewable resources. In the case of the City of Columbus, the biodiesel fuel is made from soybeans.
The term of the proposed option contract would be two years. The contract is through March 31, 2014 with the ability to extend for one additional year. The Purchasing Office opened formal bids on February 2, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA004216) twenty-six (MBE:0, FBE:0) bidders were solicited; A total of six (6) bid proposals (MBE:0, FBE:0) were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidder as follows:
Central Ohio Farmers Co-op, Inc. CC#311717226 (Expires 08/23/2013)
Total Estimated Annual Expenditure: $2,000,000.00
A bid received from Ports Petroleum Co Inc. was deemed non-responsive as the bid failed to include the bid addendum and pricing information asked for in the addendum.
This company is 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, the Fleet Management Division could experience a loss of ultra low sulfur diesel and biodiesel deliveries, thereby putting the City fleet at risk of a lack of fuel.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Fleet Management Division will establish funding for the necessary purchase order(s).
Title
To authorize the Finance and Management Director to enter into one (1) UTC contract for the option to purchase Ultra Low Sulfur Diesel and Biodiesel Fuel with Central Ohio Farmers Co-op, Inc.; to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 2, 2012, and selected the lowest, responsive, responsible and best bid from six (6) bids received; and
WHEREAS, this ordinance addresses Purchasing objectives 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, the Ultra Low Sulfur Diesel and Biodiesel Fuel UTC will be used to provide diesel fuels for City vehicles, including the clean-burning option of biodiesel fuel, and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into one (1) contract for an option to purchase Ultra Low Sulfur Diesel and Biodiesel Fuel Services to ensure uninterrupted supply of fuel to City vehicles, including Public Safety and Refuse Division vehicles, 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 a contract through March 31, 2014, with a renewal option for one year, for the option to purchase Ultra Low Sulfur Diesel and Biodiesel Fuel Services with Solicitation SA004216:
Central Ohio Farmers Co-op, Awarded all items; Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, 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.