Explanation
BACKGROUND: For the option to purchase Aftermarket Truck Parts for Fleet Management. The term of the proposed option contract would be from the date of execution by the City up to and including April 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties. The Purchasing Office opened formal bids on November 6, 2008.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003091). Seventy Nine Bids (79) were solicited; Four (4) bids were received.
The Purchasing Office is recommending award of primary, secondary, third, and fourth contracts to the lowest, responsive, responsible and best bidders:
Skinner Diesel Service Inc. CC#311132462 (Expires 9-24-09)
Rim and Wheel Service of Columbus CC#311146717 (Expires 2-12-10)
Vogelpohl Fire Equipment Inc. CC#611166058 (Expires 9-9-10)
Tech Source LTD CC#270528341 (Expires 1-6-11)
Total Estimated Annual Expenditure: $100,000.00
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, 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 Mail, Print Services and UTC Fund. Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to enter into four (4) contracts for the option to purchase Aftermarket Truck Parts with Skinner Diesel Service Inc., Rim and Wheel Service of Columbus, Vogelpohl Fire Equipment Inc., and Tech Source LTD, to authorize the expenditure of four (4) dollars to establish the contracts from the Mail, Print Services and UTC Fund, and to declare an emergency. ($4.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 6, 2008 and selected the lowest, responsive, responsible and best bids; 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because the Aftermarket Truck Parts are used to repair and maintain City vehicles, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to enter into contracts for an option to purchase Aftermarket 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 and directed to enter into the following contracts for an option to purchase Aftermarket Truck Parts in accordance with SA003091 from the date of execution by the City up to and including April 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties:
Skinner Diesel Service Inc., (Primary) All Items: Amount: $1.00
Rim and Wheel Service of Columbus, (Secondary) All Items: Amount: $1.00
Vogelpohl Fire Equipment Inc., (Third) All Items: Amount: $1.00
Tech Source LTD, (Fourth) All Items: Amount: $1.00
SECTION 2. That the expenditure of $4.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2140, 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.