City of Columbus - File #: 2136-2004

• File #: 2136-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 11/18/2004
• In control: Administration Committee
• On agenda: 12/6/2004
• Final action: 12/9/2004
• Title: To authorize and direct the Finance Director to enter into three contracts for the option to purchase Light Duty Trucks with 32 Ford Mercury, Byers Chevrolet LLC and Haydocy Pontiac GMC Trucks Inc., to authorize the expenditure of three dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00).

Date	Ver.	Action By	Action	Result
12/9/2004	1	CITY CLERK	Attest
12/7/2004	1	MAYOR	Signed
12/6/2004	1	Columbus City Council	Approved	Pass
12/6/2004	1	COUNCIL PRESIDENT	Signed
11/24/2004	1	Finance - Purchasing Drafter	Sent for Approval
11/24/2004	1	Auditor Reviewer	Reviewed and Approved
11/24/2004	1	CITY AUDITOR	Reviewed and Approved
11/24/2004	1	Finance - Purchasing Drafter	Sent for Approval
11/24/2004	1	CITY ATTORNEY	Reviewed and Approved
11/24/2004	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
11/23/2004	1	EBOCO Reviewer	Reviewed and Approved
11/23/2004	1	ODI DIRECTOR	Reviewed and Approved
11/22/2004	1	FINANCE-PURCHASING APPROVER	Reviewed and Approved
11/18/2004	1	Finance - Purchasing Drafter	Sent for Approval

Explanation

BACKGROUND: For the option to purchase Light Duty Trucks for all City agencies. The term of the proposal option contract would be one (1) year. Contract is through August 31, 2005. The Purchasing Office opened formal bids on November 11, 2004.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001331 GRW. Fifty-eight (MAJ:58, MBE:0, FBE:0) bids were solicited; four (MAJ:04) bids were received.

The apparent low bidder for Item 1 (mini cargo van) 32 Ford Mercury bid a window van. This prevents agencies from installing a bin/rack system. 32 Ford Mercury was deemed non-responsive to section 3.1.8 of the specifications. Byers Chevrolet LLC submitted the next lowest numerical bid that met the specification requirements. Items 15 and 16 are no longer required (extra manuals) and are therefore not recommended for award to any company.

Pursuant to section 1.9 of the specifications, the Purchasing Office is recommending primary and secondary contracts for items 6 (1/2 ton full-size pick up) and item 9 (compact SUV). These vehicles are alternative fuel vehicles and have optional hybrid electric/gas capability.

The Purchasing Office is recommending the following contract awards:

32 Ford Mercury, Inc., MAJ, CC#311285506, $147,128.00
Byers Chevrolet LLC, MAJ, CC#314139860, $564,891.00
Haydocy Pontiac GMC Trucks Inc., MAJ, CC#314398091, $440,490.00
Total Estimated Annual Expenditure: $1,152,509.00

These companies are not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.

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 co...