City of Columbus - File #: 0850-2009

• File #: 0850-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/8/2009
• In control: Finance & Economic Development Committee
• On agenda: 6/22/2009
• Final action: 6/24/2009
• Title: To authorize and direct the Finance and Management Director to enter into two (2) contracts for the option to purchase Vehicle Preventive Maintenance (PM) Services from The McGlaughlin Oil Company/Fas Lube, Inc. and Valvoline Instant Oil Change; to authorize the expenditure of two (2) dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)

Date	Ver.	Action By	Action	Result
6/24/2009	1	CITY CLERK	Attest
6/23/2009	1	MAYOR	Signed
6/22/2009	1	Columbus City Council	Approved	Pass
6/22/2009	1	COUNCIL PRESIDENT	Signed
6/10/2009	1	CITY ATTORNEY	Reviewed and Approved
6/10/2009	1	Finance Drafter	Sent to Clerk's Office for Council
6/9/2009	1	CITY AUDITOR	Reviewed and Approved
6/9/2009	1	CITY AUDITOR	Reviewed and Approved
6/9/2009	1	Finance Drafter	Sent for Approval
6/8/2009	1	Finance - Purchasing Drafter	Sent for Approval
6/8/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved
6/8/2009	1	Finance Reviewer	Reviewed and Approved
6/8/2009	1	FINANCE DIRECTOR	Reviewed and Approved
6/8/2009	1	Finance Drafter	Sent for Approval
6/8/2009	1	EBOCO Reviewer	Sent for Approval
6/8/2009	1	ODI DIRECTOR	Reviewed and Approved
6/8/2009	1	Finance Drafter	Sent for Approval

Explanation

BACKGROUND: For the option to purchase Vehicle Preventive Maintenance (PM) Services for Fleet Management. Vehicle Preventive Maintenance Services are needed to provide preventive maintenance for various City vehicles.

The term of the proposed option contract is from the date of execution by the City up to and including March 31, 2012 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 May 21, 2009.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003253). One hundred and seven bids (107) were solicited; Three (3) bids were received.

The Purchasing Office is recommending award of contracts to the lowest, responsive, responsible and best bidders:

The McGlaughlin Oil Company/Fas Lube, Inc. / All Items / Primary: CC#314412774 (Expires 8-5-10)
Valvoline Instant Oil Change / All Items / Secondary: CC#200865835 (Expires 7-10-10)
Total Estimated Annual Expenditure: $70,000.00

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. The Fleet Management Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditure.


Title

To authorize and direct the Finance and Management Director to enter into two (2) contracts for the option to purchase Vehicle Preventive Maintenance (PM) Services from The McGlaughlin Oil Company/Fas Lube, Inc. and Valvoline Instant Oil Change; to authorize the expenditu...