Explanation
Background: This legislation is for the option to establish two (2) UTC contracts for Generator Preventive Maintenance and Repair and to provide for the rental, if required, of additional generators on an as needed basis by the Fleet Management Division of the Department of Finance and Management, the largest user. The term of the proposed option contracts is through October 31, 2017. The contracts may be extended for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on July 30, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the competitive bid section of the City Code (Solicitation SA005943). Ninety Seven (97) bids were solicited: (MBR: 3, M1A: 1, HL1: 1, F1: 1, AS1: 1). Three (3) bids were received (MAJ: 3).
The Purchasing Office is recommending awards to the overall lowest, responsive, responsible, and best bidders as follows:
J.D. Power Systems LLC; CC#263637530, expires 10/17/2017, Categories 1A-E, 2A-E, 3A-C, 5A-H, $1.00
Cummins Bridgeway, LLC; CC#113658572, expires 10/28/2016, Categories 4A-D, 4AA-DD, $1.00
Total Estimated Annual Expenditure: $75,000.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government 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 as the current contract is set to expire on 10/31/2015. It is immediately necessary to enter in to a new contract and avoid any lapse of time where some disaster resulting in a major power outage could occur thereby diminishing the City’s ability to provide services preserving the general public health, peace, property, safety, and welfare.
Fiscal Impact: Funding to establish these option contracts is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into two (2) contracts for the option to purchase services for Generator Preventive Maintenance and Repair and to provide for the rental, if required, of additional generators on an as needed basis with J.D Power Systems LLC and Cummins Bridgeway, LLC; to authorize the expenditure of $2.00 to establish the contract from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, services for Generator Preventive Maintenance and Repair are used by various City Agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 30, 2015 and selected the overall lowest, responsive, responsible, and best bidders; 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 contract for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, it is immediately necessary to provide services for Generator Preventive Maintenance and Repair and to provide for the rental, if required, of additional generators on an as needed basis, this is being submitted for consideration as an emergency measure; and
WHERAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to enter into contract for the option to purchase services for Generator Preventive Maintenance and Repair so various City agency services are not interrupted; 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 contracts for the option to purchase services for Generator Preventive Maintenance and Repair and to provide for the rental, if required, of additional generators on an as needed basis in accordance with Solicitation no. SA005943 for the term expiring October 31, 2017, with the option to extend for one (1) additional year based on mutual agreement.
J.D. Power Systems LLC; Categories 1A-E, 2A-E, 3A-C, 5A-H, $1.00
Cummins Bridgeway, LLC; Categories 4A-D, 4AA-DD, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund, Organization Level: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
SECTION 3. That for the reason 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.