Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish three (3) Universal Term Contracts (UTCs) for the option to purchase Heavy Duty Specialty Services. The contracts are with Fyda Freightliner Columbus Inc., Rush Truck Centers of Ohio Inc., and W W Williams Company LLC. The Division of Fleet is the primary user for heavy duty equipment repairs and parts. Heavy Duty Specialty Services are used to repair and maintain equipment throughout the City of Columbus. The term of the proposed option three (3) contracts would be approximately two (2) years, expiring September 30, 2025, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on July 13, 2023. In addition, the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002253.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ025167). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Fyda Freightliner Columbus Inc., CC# 004301 expires 4/14/2025, Item # 6, $1.00
Rush Truck Centers of Ohio, Inc., CC# 008512 expires 7/6/2025, Items# 1, 2, 4 & 15, $1.00
W W Williams Company LLC, CC# 020988 expires 1/17/2025, Items# 8 & 12, $1.00
No bids were awarded on items# 3, 5, 7, 9, 10, 11, 13, 14, 16 and 17, these items will be rebid.
Total Estimated Annual Expenditure: $70,000.00, Division of Fleet, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to avoid an uninterrupted supply of maintenance contracts for equipment repairs.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002253. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into three (3) Universal Term Contracts for the option to purchase Heavy Duty Specialty Services with Fyda Freightliner Columbus Inc., Rush Truck Centers of Ohio, Inc., and W W Williams Company LLC.; to authorize the expenditure of $3.00; and to declare an emergency. ($3.00).
Body
WHEREAS, the HD Specialty Services UTC will provide for the purchase of Freightliner, Cummins Diesel, International and Allison, and other parts and services used to repair and maintain heavy duty equipment; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 13, 2023 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management to ensure equipment is being maintained and repaired promptly in that it is necessary to authorize the Finance and Management Director to immediately enter into three (3) Universal Term Contracts for the option to purchase HD Specialty 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 is hereby authorized to enter into the following three (3) Universal Term Contracts for the option to purchase HD Specialty Services in accordance with Request for Quotation RFQ025167 for a term of approximately two (2) years, expiring September 30, 2025 with the option to renew for one (1) additional year, as follows:
Fyda Freightliner Columbus Inc., Item #6, $1.00
Rush Truck Centers of Ohio, Inc., Items# 1, 2, 4 & 15, $1.00
W W Williams Company LLC, Items# 8 & 12, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002253 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason stated in the preamble hereto, 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.