Explanation
BACKGROUND: For the option to purchase OEM Small Engine and Lawn Mower Parts on an as needed basis by the Finance and Management Department Division of Fleet Management to maintain and repair the City's fleet of Small Engines used on various equipment and Lawn Mowers. The term of the proposed option contract will be through December 31, 2011 with the option to extend this contract for Two (2) additional one (1) year periods. The Purchasing Office opened formal bids on October 8, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003378). Thirty Six (36) Bids were solicited. Three (3) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
Century Equipment CC#344478146 (expires 1-8-2011)
Reynolds Farm Equipment CC#351047907 (expires 6-3-2011)
Total Estimated Annual Expenditure: $122,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Division of Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into contracts for the option to purchase OEM Small Engine and Lawn Mower Parts on an as needed basis with Century Equipment and Reynolds Farm Equipment, LLC to authorize the expenditure of two dollars to establish the contracts from the Mail, Print Services and UTC Fund. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids October 8, 2009 and selected the lowest responsive, and responsible and best bidders; 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 the purchase of OEM Small Engine and Lawn Mower Parts; and
WHEREAS, these OEM Small Engine and Lawn Mower Parts are necessary to allow the Division of Fleet Management to maintain the operations of the City, this is being submitted for consideration as an emergency measure; 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 OEM Small Engine and Lawn Mower Parts for the term ending December 31, 2011 with the option to extend for Two (2) additional One (1) year periods in accordance with Solicitation No. SA003378 as follows:
Century Equipment: Item 1 Toro Lawn Mower Replacement Parts: Amount $1.00
Reynolds Farm Equipment: Item 2 Woods Parts, Item 4 John Deere Parts, Item 5 Briggs & Stratton Parts, Item 6 Kohler Parts, and Item 7 Stihl Parts: 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: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.