City of Columbus - File #: 1785-2004

• File #: 1785-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 9/30/2004
• In control: Public Service & Transportation Committee
• On agenda: 10/18/2004
• Final action: 10/20/2004
• Title: To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase OEM Truck Parts, with center Franklin Tractor Sales Inc., Sutphen Corporation, W.W. Williams Midwest, Inc., Schodorf Truck Body & Equipment Company, Nortrax, Performance Parts Express, The McLean Company.and to declare an emergency.

Date	Ver.	Action By	Action	Result
10/20/2004	1	CITY CLERK	Attest
10/19/2004	1	MAYOR	Signed
10/18/2004	1	Columbus City Council	Approved	Pass
10/18/2004	1	COUNCIL PRESIDENT	Signed
10/7/2004	1	CITY ATTORNEY	Reviewed and Approved
10/7/2004	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
10/6/2004	1	EBOCO Reviewer	Reviewed and Approved
10/6/2004	1	ODI DIRECTOR	Reviewed and Approved
10/6/2004	1	Finance - Purchasing Drafter	Sent for Approval
10/4/2004	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved
9/30/2004	1	Finance - Purchasing Drafter	Sent for Approval

Explanation

BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase OEM Truck Parts for Fleet Management, the largest user to and including September 30, 2005. Formal bids were opened by the Purchasing Office on May 8, 2003 The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA00440 GRW). One hundred twenty three (MAJ:118, MBE:3, FBE:2) bids solicited; seventeen bids received. Contracts were established with the following vendors and were established in accordance with the bids received:

Franklin Tractor Sales Inc. FL001738, (MAJ), CC# 31-0678261, $73,000.00; Sutphen Corporation, FL001739, (MAJ), CC# 31-0671786, $96,000.00; W.W. Williams Midwest Inc. FL001740, (MAJ) CC# 31-1024851, $30,000.00; Schodorf Truck Body & Equipment Company, FL001741, (MAJ) CC# 31-4416487, $20,000.00; Nortrax, FL001756, (MAJ) CC# 31-1160782, $25,000.00; Performance Parts Express, FL001755, (MAJ) CC# 34-1857810, $50,000.00; The McLean Company, FL001742, (MAJ) CC# 34-0762688, $50,000.00.

Total Estimated Annual Expenditure: $304,000.00

These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.

1. Amount of additional funds: The estimated annual expenditure for all contracts is $304,000.00. The Fleet Management Division must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: No better pricing/terms or conditions are expected by re-bidding at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement

FISCAL IMPACT: No funding is required to extend the option contracts. The Fleet Management Division must set aside their own funding ...