Explanation
BACKGROUND: For the option to purchase General Vehicle Repair 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 June 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties. The Purchasing Office opened formal bids on January 8, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003136). Ninety Eight (98) Bids were solicited; Nine (9) bids were received.
The Purchasing Office is recommending award to all responding bidders to insure timely and cost effective repair of a variety of City vehicles:
Bob McDorman Chevrolet CC#310714139 (Expires 9-25-10)
The McLean Company CC#340762688 (Expires 5-19-10)
Bee Line Aligning Service Corporation CC#310829527 (Expires 10-23-10)
Kaffenbarger Truck Equipment Company CC#310802979 (Expires 10-2-10)
Taliaferro Enterprises Inc. CC#311073146 (Expires 6-19-10)
Skinner Diesel Service Inc. CC#311132462 (Expires 9-24-09)
Byers Chevrolet Inc. CC#314139860 (Expires 5-20-10)
Dick Masheter Ford Inc. CC#310729896 (Expires 3-3-10)
T & C Body Shop Custom Paint & Conversions Inc. CC#311523444 (Expires 1-8-11)
Total Estimated Annual Expenditure: $225,000.00
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 Mail, Print Services, and UTC Fund. 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 nine (9) contracts for the option to purchase General Vehicle Repair Services with Bob McDorman Chevrolet, The McLean Company, Bee Line Aligning Service Corporation, Kaffenbarger Truck Equipment Company, Taliaferro Enterprises Inc., Skinner Diesel Service Inc., Byers Chevrolet LLC, Dick Masheter Ford Inc., and T & C Body Shop Custom Paint & Conversions Inc., to authorize the expenditure of nine (9) dollars to establish the contracts from the Mail, Print Services, and UTC Fund; and to declare an emergency. ($9.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 8, 2009 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 General Vehicle Repair Services 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 contracts for an option to purchase General Vehicle Repair 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 contracts for an option to purchase General Vehicle Repair Services in accordance with SA003136 from the date of execution by the City up to and including June 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties:
Bob McDorman Chevrolet, All Items: Amount: $1.00
The McLean Company, All Items: Amount: $1.00
Bee Line Aligning Service Corporation, All Items: Amount: $1.00
Kaffenbarger Truck Equipment Company, All Items: Amount: $1.00
Taliferro Enterprises Inc., All Items: Amount: $1.00
Skinner Diesel Service Inc., All Items: Amount: $1.00
Byers Chevrolet LLC, All Items: Amount: $1.00
Dick Masheter Ford Inc., All Items: Amount: $1.00
T & C Body Shop Custom Paint & Conversions Inc., All Items: Amount: $1.00
SECTION 2. That the expenditure of $9.00 is hereby authorized from the Mail, Print Services, and UTC Fund, 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.