Explanation
BACKGROUND: For the option to purchase OEM Truck Parts for Fleet Management. The term of the proposed contract option would be two (2) years. Contract is through September 30, 2007. The Purchasing Office opened formal bids on July 7, 2005
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001760 GRW. Thirteen (MAJ:13, MBE:0, FBE:0) bids were solicited; five (5) (MAJ:5) bids were received.
The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders that are factory authorized dealer/distributors:
Sutphen Corporation, MAJ, CC#310671786, $16,000.00
Franklin Tractor Sales, MAJ, CC#310678261, $4,000.00
Columbus Peterbilt, MAJ, CC# 341285858, $20,000.00
Southeastern Equipment Co. Inc., MAJ, CC# 341503254, $4,000.00
Total Estimated Annual Expenditure: $44,000.00
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 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 four (4) contracts for the option to purchase OEM Truck Parts with Sutphen Corporation, Franklin Tractor Sales Inc., Columbus Peterbilt, and Southeastern Equipment Co. Inc. to authorize the expenditure of four (4) dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 29, 2005 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, These parts are used to repair and keep city fleet of vehicles and equipment operational, 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 contract(s) for an option to purchase OEM Auto Parts in accordance with Solicitation No. SA001760 GRW as follows:
Suthphen Corporation, Item: 1, Amount: $1.00
Columbus Peterbilt, Item 3, Amount: $1.00
Franklin Tractor Sales, Item: 4, Amount: $1.00
Southeastern Equipment Co. Inc. Item 7, Amount $1.00
No bids were received for the following items: 2, 5, 6, 8 and 9
SECTION 2. That the expenditure of $4.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, 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.