Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract for Oils, Greases, and Fluids for all City Departments, with the Fleet Management Division the biggest user. Oils, Greases, and Fluids are used in the City's vehicle and equipment maintenance. The term of the proposed option contract would be approximately two (2) years, expiring June 30, 2016, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on June 26, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005477). Fifty eight (58) bidders were solicited: (M1A-0, F1-0). Eight (8) bids were received. Four bidders did not provide published prices and discounts.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Glockner Oil Company Inc., MAJ, CC# 31-1004796 expires 06/26/2016, All Items, $1.00
Total Estimated Annual Expenditure: $300,000.00
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 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 a contract for the option to purchase Oils, Greases, and Fluids with Glockner Oil Company Inc., to authorize the expenditure of $1.00 to establish the contract from the General Fund, and to declare an emergency. ($1.00).
Body
WHEREAS, Oils, Greases, and Fluids are used by all City agencies to maintain vehicles and equipment; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 26, 2014 and selected the overall 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Oils, Greases, and Fluids, 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 the option to purchase Oils, Greases, and Fluids, 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 Oils, Greases, and Fluids in accordance with Solicitation No. SA005477 for a term of approximately two years, expiring June 30, 2016, with the option to renew for one (1) additional year, as follows:
Glockner Oil Company Inc., All Items, $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 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.