Explanation
BACKGROUND: For the option to purchase Sutphen fire apparatus services for Fleet Management. The term of the proposed option contract would be from the date of execution by the City up to and including October 31, 2010 with the right to extend for two (2) additional years subject to mutual agreement by both parties. Sutphen is the only local maker and distributor of Sutphen fire apparatus services and the only authorized facility to perform manufacturer or warranty repairs within a geographic area (City of Columbus, Franklin County).
Sutphen Corporation CC#310671786 (Expires 3-3-10)
Total Estimated Annual Expenditure: $60,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
EMERGENCY ACTION: 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 contract for the option to purchase fire apparatus services with Sutphen Corporation in accordance with the sole source provisons of the Columbus City Codes, to authorize the expenditure of one dollar from the Purchasing/UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Fleet Management Division often advertises formal bids for various automotive equipment parts, supplies, and services; and
WHEREAS, at times providers of various automotive equipment parts, supplies, and services 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 equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair City fire apparatus on short notice; and
WHEREAS, because Sutphen is used to repairing and maintaining City fire apparatus, 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 fire apparatus 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 and directed to enter into the following sole source contract for an option to purchase Sutphen fire apparatus services in accordance with Section 329.07(e) of the Columbus City Codes, 1959 thru October 31, 2010, with the right to extend for two years:
Sutphen Corporation, Item 4: Amount: $1.00
SECTION 2. That the expenditure of $1.00 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 reasons 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.