Explanation
BACKGROUND: This ordinance is for the option to establish a Universal Term Contract to purchase Aftermarket Truck Parts for the Fleet Management Division. These Aftermarket Truck Parts are used by the Fleet Management Division on various trucks in the City of Columbus fleet. The term of the proposed option contract will be two (2) years, expiring October 31, 2015, with the option to renew for an additional one (1) year period. The Purchasing Office opened formal bids on October 17, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005127). One Hundred Seventy Five (175) bids were solicited (M1A-0, F1-2, MBR-3). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder in compliance with the specifications.
NAPA Auto Parts CC# 580254510 (Expires 10/02/2015)
Refuse Parts Depot CC# 273577270 (Expires 09/03/2014)
Skinner Diesel Service Inc. CC# 311132462 (Expires 10/04/2015)
Total Estimated Annual Expenditure: $100,000.00
The 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, without emergency action, the availability of Aftermarket Truck Parts which are used for various trucks would be slowed, causing the Fleet Management Division a delay in both making vehicle repairs and getting vehicles back into commission for use.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General 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 three (3) Universal Term Contracts for the option to purchase Aftermarket Truck Parts with NAPA Auto Parts, Refuse Parts Depot and Skinner Diesel Service, Inc.; to authorize the expenditure of three (3) dollars to establish the contracts from the General Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 17, 2013 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives 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, because there is a need to maintain a supply of Aftermarket Truck Parts for vehicles within Fleet Management, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase Aftermarket Truck 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 contracts for an option to purchase Aftermarket Truck Parts for the term ending October 31, 2015, with the option to renew an additional one (1) year period subject to mutual agreement in accordance with Solicitation No. SA005127 as follows:
NAPA Auto Parts Awarded Lines 2, 7 and 8: $1.00
Refuse Parts Depot Awarded Lines 3, 5 and 6: $1.00
Skinner Diesel Service Inc. Awarded Lines 1 and 4: $1.00
SECTION 2: That the expenditure of $3.00 is hereby authorized from General Fund, Organization Level 1: 45-01, Fund: 10, OCA: 450047, to pay the cost thereof
SECTION 3: That for the reason stated in the preamble here to, which is hereby made a party 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.