Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish five (5) Universal Term Contracts (UTC) for the option to purchase Auto Body Repair Services with Dick Masheter Ford, Inc., Skinner Diesel Services, Inc., A-tec Auto Body LLC, FYDA Freightliner Columbus, Inc., and Valley Ford, Inc. The Division of Fleet Management is the primary user of Auto Body Repair Services, used to repair city vehicles and equipment. The term of the proposed option contracts would be approximately two (2) years, expiring June 30, 2026, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 28, 2024. In addition, the expenditure of $5.00 is hereby authorized from General Budget Reservation BRPO002726.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ027299. Five (5) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Dick Masheter Ford, Inc., CC#004265 expires 9/15/24, Item 1, 5 and 6, $1.00
Skinner Diesel Services, Inc, CC#004732 expires 5/1/26, Items 2, 3, and 4, $1.00
A-tec Auto Body LLC, CC# pending, Items 1, 4, 5 and 6, $1.00
FYDA Freightliner Columbus, Inc., CC#004301 expires 4/14/25, Items 2 and 3, $1.00
Valley Ford, Inc., CC#044348 expires 2/8/28, Items 1-6, $1.00
Total Estimated Annual Expenditure: $400,000, Division of Fleet Management, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance as the current contract will expire 6/30/24 and a lapse would hamper the ability to get damaged vehicles back into service.
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.
FISCAL IMPACT: The expenditure of $5.00 is hereby authorized from General Budget Reservation BRPO002726. 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 five (5) contracts for the option to purchase Auto Body Repair Services with Dick Masheter Ford, Inc., Skinner Diesel Services, Inc., A-tec Auto Body LLC, FYDA Freightliner Columbus, Inc., and Valley Ford, Inc.; to authorize the expenditure of $5.00; and to declare an emergency. ($5.00).
Body
WHEREAS, the Auto Body Repair Services UTC will provide for the purchase of auto body repairs for damaged City vehicles and equipment; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 28, 2024 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Fleet Management that in order to maintain a constant supply of services to return damaged vehicles and equipment to service, it is necessary to authorize the Finance and Management Director to immediately enter into five (5) Universal Term Contracts for the 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 is hereby authorized to enter into the following contracts for the option to purchase Auto Body Repair Services in accordance with Request for Quotation RFQ027299 for a term of approximately two (2) years, expiring 6/30/26, with the option to renew for one (1) additional year, as follows:
Dick Masheter Ford, Inc., Item 1, 5 and 6, $1.00
Skinner Diesel Services, Inc, Items 2, 3, and 4, $1.00
A-tec Auto Body LLC, Items 1, 4, 5 and 6, $1.00
FYDA Freightliner Columbus, Inc., Items 2 and 3, $1.00
Valley Ford, Inc., Items 1-6, $1.00
SECTION 2. That the expenditure of $5.00 is hereby authorized from General Budget Reservation BRPO002726 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.