Explanation
In 2016, the City of Columbus, acting through the Department of Public Service, pursued and was awarded the $10 million grant from the Paul G. Allen Family Foundation (Vulcan Inc.) in connection with the Smart City Challenge sponsored by the U.S. Department of Transportation. The purpose of the Smart City Challenge is to enable the City to lay a practical path to replacing carbon-based fuel consumption through critical system improvements that increase safety, reduce carbon emissions, and enhance mobility.
The Purchasing Office advertised and solicited competitive bids for an option to lease and purchase Electric Vehicles in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ005343). The Purchasing Office opened formal bids on June 8, 2017. Five (5) bids were received.
The Purchasing Office is recommending award of the contracts to the lowest, responsive, responsible and best bidders as follows:
Ricart Properties Inc., dba Ricart Ford, Inc.
Byers Chevrolet, LLC
Mike Albert Fleet Solutions
Total Estimated Annual Expenditure: $3,000,000.00
The contracts are in place for three (3) years with the option to renew for one (1) additional year upon mutual agreement by both parties and approval by Columbus City Council. The currrent plan is to obtain ninety-one (91) electric vehicles for various city agencies such as Code Enforcement, Facilities Management and Fire.
This legislation is for the option to establish a Universal Term Contract (UTC) with Ricart Properties, Inc., Byers Chevrolet, LLC and Mike Albert Fleet Solutions for electric vehicles. The contracts with Ricart Properties Inc. and Byers Chevrolet LLC is for the purchase of electric vehicles for various departments within the City of Columbus, organizations within the Central Ohio Organization of Public Purchasers (CO-OPP), and the Columbus Partnership.
The contract with Mike Albert Fleet Solutions is for the 12 month lease of electric vehicles with the option to purchase the vehicles at the end of the lease. Mike Albert Fleet Solutions offered to the City a lease options which will enable the City to save approximately $72,000.00 annually based on the fact that the dealership has passed along savings from federal rebates they will receive.
The Department of Finance and Management is requesting the waiver of competitive bidding requirements of Columbus City Code, Section 329, for only the contract award with Mike Albert Fleet Solutions. The City has negotiated and agreed to additional terms and conditions as part of the leasing program. These terms and conditions were reviewed and approved by the Columbus City Attorney's Office.
The companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
Title
To authorize and direct the Finance and Management Director to enter into two (2) Universal Term Contracts for the option to purchase Electric Vehicles with Ricart Properties, Inc., dba Ricart Ford Inc., and Byers Chevrolet; to enter into a Universal Term Contract for an option to lease Electric Vehicles with an option to purchase with Mike Albert Fleet Solutions; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of three ($3.00) dollars to establish these contracts from the General Fund. ($3.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for the option to purchase Electric Vehicles on June 8, 2017 and from the five (5) bids received, selected the lowest, responsive, responsible and best bids;
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 contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, it is necessary to enter into a contract for leasing option and purchase of Electric Vehicles to meet the operational needs of the various City agencies in a more fuel efficient and environmentally conscientious manner, and
WHEREAS, Mike Albert Fleet Solutions, provided leasing options to purchase electric vehicles that included additional terms and condition; therefore, it is in the best interest of the City to waive the formal bidding provisions of Columbus City Code 329 to accept Mike Albert Fleet Solutions revised approved terms and conditions; 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 lease and purchase Electric Vehicles through September 30, 2019 with the option to extend for one (1) additional year in accordance with Request for Quote RFQ005343;
Award Recommendation:
Ricart Properties Inc., dba Ricart Ford Inc.: Line Items 1, 2, 3, 8 and 17
Byers Chevrolet, LLC: Line Items 3, 4, 5, 6, and 18
Mike Albert Fleet Solutions: Line Items 17, and 19
SECTION 2. That the expenditure of $3.00 is hereby authorized in Fund 1000 General Fund, Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 3. That this Council finds it in the best interest of the City of Columbus to waive the competitive bidding provisions of Columbus City Code Chapter 329.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.