Explanation
BACKGROUND: This legislation is for the option to establish UTC contracts for Aftermarket Fire Equipment Parts for the Division of Fleet Management, the primary user. These contracts will provide for the purchase of Aftermarket Fire Equipment Parts for vehicles, trucks and equipment. The term of the proposed option contracts would be approximately two years, expiring July 30, 2017, with the option to renew for two additional one (1) year periods. The Purchasing Office opened formal bids on May 21, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (Solicitation No. SA005849). Two hundred forty-six (246) bids were solicited: ( F1-4, MBR-2, M1A-1). Two (2) bids were received. The ten different items (categories) of the bids are for various fire equipment parts from different manufacturers. Review of the bids resulted in two awards.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Vogelpohl Fire Equipment, Inc.MAJ/CC# 61-1166058 expires 6/1/2017 Item 1-9, $1.00
Advantech Service & Parts, LLC MAJ/CC#20-2190846 expires 6/16/2017, Item# 10 $1.00
Total Estimated Annual Expenditure: $100,000.00, Division of Fleet Management, the primary user
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. 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 these option contracts is budgeted in the General Fund. 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 two (2) contracts for the option to purchase Aftermarket Fire Equipment Parts with Vogelpohl Fire Equipment, Inc and Advantech Service & Parts, LLC, to authorize the expenditure of $2.00 to establish the contracts from the General Fund, and to declare an emergency.
Body
WHEREAS, Aftermarket Fire Equipment parts are utilized by the Division of Fleet Management for repairs to various automobiles, trucks and equipment in use throughout the Division of Fire; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 21, 2015 and selected the overall lowest, responsive, responsible and best bidders; 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, in order to maintain a supply of Aftermarket Fire Equipment Parts, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Purchasing Office, in that it is immediately necessary to enter into contracts for the option to purchase Aftermarket Fire Equipment 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 to enter into the following contracts for the option to purchase Aftermarket Fire Equipment Parts in accordance with Solicitation No. SA005849 for a term of approximately two years, expiring July 30, 2017, with the option to renew for two additional one (1) year periods, as follows:
Vogelpohl Fire Equipment, Inc. Item 1-9, $1.00
Advantech Service & Parts, LLC Item 10, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 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.