Explanation
BACKGROUND: This ordinance is for the option to establish a UTC contract to purchase Freightliner Parts for the Division of Fleet Management, the sole user, in accordance with sole source provisions. These replacement parts are utilized by Fleet Management for various routine maintenance and repairs of Freightliner Trucks in the Columbus fleet of vehicles. The sole source, Fyda Freightliner Columbus LLC is the only distributor authorized to sell the City OEM Freightliner parts. The term of the proposed option contract would be approximately two (2) years, expiring March 31, 2016, with the option to renew for one (1) additional year.
The Purchasing Office has received a quoted discount off of their published price lists:
Fyda Freightliner Columbus, Inc., MAJ, CC#310789102 expires 09/7/2014
Total Estimated Annual Expenditure: $50,000.00, Division of Fleet Management, the sole user
The company is not debarred according to the Excluded Party Listing System of the Federal Government 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 contract is from the Mail, Print Services and UTC Fund. City Agencies 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 Freightliner Parts with Fyda Freightliner Columbus, Inc., in accordance with sole source provisions; to authorize the appropriation and expenditure of $1.00 to establish the contract from the Mail, Print Services and UTC Fund Account, and to declare an emergency. ($1.00)
Body
WHEREAS, the Division of Fleet Management is in need of parts for routine maintenance and repairs of existing Freightliner Trucks; and,
WHEREAS, Fyda Freightliner Columbus, Inc. is the sole source for these parts; 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, in order to maintain a supply of Freightliner Parts, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Freightliner 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 to enter into the following contract for the option to purchase Freightliner Parts for a term of approximately two (2) years, expiring March 31, 2016, with the option to renew for one (1) additional year, as follows:
Fyda Freightliner Columbus, Inc., Amount: $1.00
SECTION 2. To authorize the appropriation of $1.00 from the Mail, Print Services and UTC Fund: Oranization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130.
SECTION 3. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 4. That this purchase is in accordance with the provisions of the Columbus City Code, Section 329.07(e), "Sole Source Procurement."
SECTION 5. That for the reasons stated in the preamble hereto, 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.