Explanation
BACKGROUND: For the option to purchase OEM Truck Parts for Fleet Management. The term of the proposed option contract would be from the date of execution by the City up to and including September 30, 2010 with the right to extend for two (2) additional years subject to mutual agreement by both parties. The Purchasing Office opened formal bids on August 21, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA002995). Eighty Eight Bids (88) bids were solicited; Seven (7) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:
Schodorf Truck Body & Equipment CC#314416487 (Expires 4-23-10)
Sutphen Corporation CC#310671786 (Expires 3-3-10)
Columbus Peterbilt CC#341285858 (Expires 9-9-10)
Germain Ford CC#311742492 (Expires 5-9-09)
Bob McDorman Chevrolet CC#310714139 (Expires 9-25-10)
Kaffenbarger Truck Equipment Company CC#310802979 (Expires 10-2-10)
The McLean Company CC#340762688 (Expires 5-19-10)
Total Estimated Annual Expenditure: $175,000.00
These companies are 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, 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 UTC Contract Account. 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 and Management Director to enter into seven (7) contracts for the option to purchase OEM Truck Parts with Schodorf Truck Body & Equipment, Sutphen Corporation, Columbus Peterbilt, Germain Ford, Bob McDorman Chevrolet, Kaffenbarger Truck Equipment, and The McLean Company, to authorize the expenditure of seven (7) dollars to establish the contracts from the Purchasing/UTC Fund, and to declare an emergency. ($7.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 21, 2008 and selected the lowest, 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, because the OEM Truck Parts are used to repair and maintain City vehicles, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to enter into a contract(s) for an option to purchase OEM Truck Parts, 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 and directed to enter into the following contracts for an option to purchase OEM Truck Parts in accordance with SA002995 thru September 30, 2010 with the right to extend for two years:
Schodorf Truck Body & Equipment, Items 5, 18, and 46: Amount: $1.00
Sutphen Corporation, Item 9: Amount: $1.00
Columbus Peterbilt, Item 13 (Primary), Item 11, 12, 14, and 23: Amount: $1.00
Germain Ford, Item 19: Amount: $1.00
Bob McDorman Chevrolet, Item 27: Amount: $1.00
Kaffenbarger Truck Equipment Company, Item 35, 43, 44, and 45: Amount $1.00
The McLean Company, Item 13 (Secondary), Item 37, 48, and 52: Amount $1.00
SECTION 2. That the expenditure of $7.00 is hereby authorized from Purchasing UTC Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2140, 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.