Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase Automotive Preventive Maintenance Services on an as needed basis by the Department of Finance and Management Division of Fleet Management. These Automotive Preventive Maintenance Services are necessary to maintain the various City vehicles in proper and safe working order. The term of the proposed option contract would be through September 30, 2016 with the option to renew for one (1) additional year subject to mutual agreement. The Purchasing Office opened formal bids on May 29, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005414). One Hundred Fifty (150) Bids were solicited: (M1A-2; F1-3) One (5) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder.
Ashland Inc. dbaValvoline Instant Oil Change CC#200865835 (expires 5-22-2016)
Total Estimated Annual Expenditure: $100,000.00
This 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 the current contract expires on August 31, 2014 and failure to maintain vehicle through the services covered by this contract would shorten the useful life of the City's fleet of vehicles.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. The Department of Finance and Management 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 & Management Director to enter into a contract for the option to purchase Automotive Preventive Maintenance Services from Ashland , Inc dba Valvoline Instant Oil Change, to authorize the expenditure of one (1) dollar to establish the contract from the General Fund, and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 29, 2014 and selected the lowest responsive, 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 Automotive Preventive Maintenance Services to maintain City vehicles in proper and safe working order; and
WHEREAS, in order to maintain City vehicles in safe and working order, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department Division of Fleet Management, in that it is immediately necessary to enter into a contract for an option to purchase Automotive Preventive Maintenance Services on an as needed basis, 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 the option to purchase Automotive Preventive Maintenance Services for the term ending September 30, 2016 with the option to extend for one (1) additional year subject to mutual agreement in accordance with Solicitation No. SA005414 as follows:
Ashland, Inc dba Valvoline Instant Oil Change: All Items Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund: Organization Level 1: 45-01; Fund 10; OCA 450047 Object Level 3: 2270 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.