Explanation
BACKGROUND: This ordinance is for the option to establish six (6) Universal Term Contracts to purchase OEM Truck Parts for the Fleet Management Division. These OEM Truck Parts are used by the Fleet Management Division to repair various vehicles. The term of the proposed option contract will be two (2) years, expiring September 30, 2014, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on September 6, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004569). Fifty Five (139) bids were solicited (M1A-0, F1-2, MBR-3). Seven (7) bids were received. The solicitation requested a catalog bid OEM Truck Parts.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder in compliance with the specifications.
Line 5, 23, 26, 27 & 42 - Leach Truck Body, McClain/EZ Pack, McNeilus Parts, Curbtender & GS Products - Refuse Parts Depot, CC# 27-3577270 (Expires 9/3/14)
Line 9, 10, 14, & 28 - Detroit Diesel, Detroit Diesel Remanufactured, Allison Transmission Parts & Sterling Truck - W.W. Williams Midwest Inc., CC# 31-1024851 (Expires 8/27/14)
Line 18 - Pierce Fire Equipment - Finley Fire Equipment, CC# 31-0816583 (Expires 2/3/13)
Line 21, 39 & 44 - Loadmaster Parts, Heil Parts & Pac Mac Parts - Bell Equipment Company, CC# 38-1941706 (Expires 9/21/14)
Line 29 - Pothole Patcher/Leeboy - The McLean Company, CC# 34-0762688 (Expires 9/21/14)
Line 38, 41 & 43 - ESEC Corp. dba Columbus Peterbilt - CC# 34-1285858 (Expires 5/16/14)
Total Estimated Annual Expenditure: $480,000.00
The 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 OEM Truck Parts which are used to repair various vehicles 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. 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 six (6) Universal Term Contracts for the option to purchase OEM Truck Parts with Refuse Parts Depot, W.W. Williams Midwest Inc., Finley Fire Equipment, Bell Equipment Company, the McLean Company and ESEC Corp. dba Columbus Peterbilt; and to authorize the expenditure of six (6) dollars to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($6.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 6, 2012 and selected the lowest, responsive, responsible and best 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, because there is a need to maintain a supply of OEM Truck Parts for vehicle repairs within City Agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase OEM Truck 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 contract for an option to purchase OEM Truck Parts for the term ending September 30, 2014, with the option to renew for one (1) additional year subject to mutual agreement in accordance with Solicitation No. SA004569 as follows:
Refuse Parts Depot: Awarded Lines 5, 23, 26, 27 & 42: $1.00.
W.W. Williams Midwest Inc.: Awarded Lines 9, 10, 14, & 28: $1.00.
Finley Fire Equipment: Awarded Line 18: $1.00.
Bell Equipment Company: Awarded Lines 21, 39 & 44: $1.00.
The McLean Company: Awarded Line 29: $1.00
ESEC Corp. dba Columbus Peterbilt: Awarded Line 38, 41 & 43: $1.00
SECTION 2: That the expenditure of $6.00 is hereby authorized from 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 party 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.