Explanation
BACKGROUND: For the option to purchase Automotive Spring Repair for the Fleet Management Division, the largest user. The term of the proposed option contract would be two years with an option to renew for one (1) additional year, if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA000576). One hundred seventy-three (MAJ:167, MBE:4, FBE:1, MBR:1) bids were solicited; three (MAJ:3) bids received.
The Purchasing Office is recommending award of a contract to the low bidder:
Automotive Spring Service, Inc., MAJ, CC#31-0670104
Estimated Annual Expenditure: $100,000.00
Since additional legislation will most likely be necessary for any division to purchase off this option contract, this ordinance is submitted as an emergency. Without this 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 this option contract is budgeted in the City Print Services/Purchasing Contract Account. The Fleet Management Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into a contract for an option to purchase Automotive Spring Repair, with Automotive Spring Service, Inc., to authorize the expenditure of one dollar to establish the contract from the City Print Services Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 24, 2003 and selected the lowest bid; and
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, in order to establish a supply matrix for automotive spring repair to keep vehicles safe for City employees, as soon as possible for these needed supplies and services, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Automotive Spring Repair, 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 Director be and is hereby authorized and directed to enter into a contract for an option to purchase Automotive Spring Repair in accordance with Solicitation No. SA000576 as follows:
Automotive Spring Service, Inc., Award: All Items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, 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