Explanation
BACKGROUND: For the option to purchase Auto Body Repair Services for the Division of Fleet Management for use in repairing Fleet Vehicles and Equipment. The term of the proposed option contract will be through June 30, 2015 with the option to extend this contract for two (2) additional one (1) year periods. The Purchasing Office opened formal bids on January 3, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004733). One Hundred Thirty Two (132) Bids were solicited (MBR: 1, M1A: 1, F1: 2). Seven (7) Bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder in compliance with the specifications for each line item.
Line 1 - Automotive Body Repairs, Vehicles with 0 to 14,000 GVW - Automotive Services, Inc., CC # 310726327 (Expires 9/14/2014)
Lines 2 and 4 - MD Vehicle Body Repairs, Vehicles with 14,000 to 26,000 GVW and Equipment Body Repairs (Trailers / Tractors / Street Sweepers) - Charlie's Auto Body, CC # 311694012 (Expires 12/14/2014)
Line 3 - HD Body Repairs, Vehicles with 26,000 GVW and Up - Custom Fleet & Auto Body, Inc., CC # 204790122 (Expires 3/14/2013)
Total Estimated Annual Expenditure: $400,000.00
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, the availability of Auto Body Repair Services which are used for various vehicles and equipment would be slowed, causing the Fleet Management Division a delay in both making vehicle repairs and getting vehicles back into commission for use.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Division of Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance & Management Director to enter into three (3) contracts for the option to purchase Auto Body Repair Services with Custom Fleet & Auto Body, Inc.; Charlie's Auto Body and Automotive Services, Inc., to authorize the appropriation and expenditure of three (3) dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids January 3, 2013 and is recommending the 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 the Division of Fleet Management to perform Auto Body Repairs on Fleet Vehicles and Equipment; and
WHEREAS, these Auto Body Repair Services are necessary to allow the Division of Fleet Management to safely maintain their operations, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of fleet Management, in that it is immediately necessary to enter into a contract(s) for an option to purchase Auto Body 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 to enter into the following contract(s) for an option to purchase Auto Body Repair Services for the term ending June 30, 2015 with the option to extend for two (2) additional one (1) year periods in accordance with Solicitation No. SA004733 as follows:
Automotive Services, Inc.: Line 1: Amount $1.00
Charlie's Auto Body: Line 2 & 4: Amount: $1.00
Custom Fleet & Auto Body, Inc.: Line 3: Amount: $1.00
SECTION 2. That the appropriation and expenditure of $3.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, 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.