Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Generator Preventive Maintenance (PM) and Repair Services with Engine, Energy and Automation LLC. The generators serve critical infrastructure and pumping purposes. The Division of Fleet Management is the primary user for Generator maintenance and repair. This contract will be used by Fleet Management for generator repair and maintenance. The term of the proposed option contract would be approximately three (3) years, expiring October 31, 2026, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 12, 2023. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.18 relating to competitive bidding (Request for Quotation No. RFQ025646). One (1) bid was received.
The Purchasing Office is recommending award to the responsive, responsible and best bidder as follows:
Engine, Energy and Automation LLC, CC# 029041 expires 10/12/2025, All Items, $1.00
Total Estimated Annual Expenditure: $75,000.00, Division of Fleet, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the contract expired October 31, 2023 and a contract is needed for generator preventative maintenance and repair services to prevent generator failure.
The company is 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 $1.00 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 a Universal Term Contract for the option to purchase Generator Preventive Maintenance (PM) and Repair Services with Engine, Energy and Automation LLC; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Generator Preventive Maintenance (PM) and Repair Services UTC will provide maintenance and repair services for generators;
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 12, 2023 and selected the responsive, responsible, and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fleet Management, as the contract expired October 31, 2023, in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract to ensure preventive maintenance (PM) and Repair Services is available for generators as they serve critical infrastructure and pumping purposes for City operations, all for the immediate preservation of the public health, peace, property, safety and welfare; and 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 Universal Term Contract for the option to purchase Generator Preventive Maintenance (PM) and Repair Services in accordance with Request for Quotation RFQ025646 for a term of approximately three (3) years, expiring October 31st, 2026, with the option to renew for one (1) additional year, as follows:
Engine, Energy and Automation LLC, All Items, $1.00
SECTION 2. That the expenditure of $1.00 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.