Explanation
BACKGROUND: This ordinance is for the option to purchase Generator Preventive Maintenance (PM) and Repair Services and to provide for the rental, if required of additional generators on an as needed basis by the Fleet Management Division of the Department of Finance and Management, the largest user, to maintain and repair the City's fleet of emergency generators and to provide for the rental, if required of additional generators to protect the City's operations. This contract is necessary to maintain the reliability and readiness of the City's emergency back-up generators. The term of the proposed option contract will be through April 30, 2014 with the option to extend this contract subject to mutual agreement for Two (2) additional one (1) year periods. The Purchasing Office opened formal bids on February 23, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004244.l,). Sixty seven (67) Bids were solicited (M1A-1). Five (5) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
J.D. Power Systems, LLC CC#263637530 (expires 6-24-2013)
Total Estimated Annual Expenditure: $75,000.00
This company is 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, the bid process was delayed due to the need to update the City's equipment inventory as listed in the contract and the current contract is due to expire on April 30, 2012. A lapse in contract could potentially lead to unsatisfactory repair of generators.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Division of Fleet Management 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 a contract for the option to purchase Generator Preventive Maintenance (PM) and Repair Services and to provide for the rental, if required of additional generators on an as needed basis with J.D. Power Systems, LLC to authorize the expenditure of One dollar to establish the contracts from the Mail, Print Services and UTC Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids February 23, 2012 and selected the lowest responsive, and responsible and best bidder; 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 the purchase of Generator Preventive Maintenance (PM) and Repair Services and to provide for the rental, if required of additional generators on an as needed basis; and
WHEREAS, these Generator Preventive Maintenance (PM) and Repair Services are necessary to allow the Division of Fleet Management to maintain the equipment necessary for operations of the City in the event of a power outage or emergency, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fleet Management, in that it is immediately necessary to enter into contracts for an option to purchase Preventive Maintenance (PM) and Repair Services and Rental so that the City's preparedness for emergency situations is maintained 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 to enter into the following contracts for an option to purchase Generator Preventive Maintenance (PM) and Repair Services and to provide for the rental, if required of additional generators for the term ending April 30, 2014 with the option to extend subject to mutual agreement for Two (2) additional One (1) year periods in accordance with Solicitation No. SA004244 as follows:
J.D. Power Systems, LLC.All Items: Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, 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.