Explanation
BACKGROUND: This ordinance is for the creation of a Universal Term Contract for the option to purchase Tire Retreading Services on an as needed basis by the Department of Finance and Management Division of Fleet Management. These Tire Retreading Services are necessary to maintain the various City vehicles in proper working order. The term of the proposed option contract would be through March 31, 2017 with the option to renew for two (2) additional one year periods or portion thereof subject to mutual agreement. The Purchasing Office opened formal bids on December 18, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005679). Thirteen (13) Bids were solicited: (F1-1) Three (3) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder:
Treadway Services, LLC. CC#264391502 (expires 2-5-2015)
Total Estimated Annual Expenditure: $180,000.00
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 March 31, 2015 and failure to provide availability of these tires would affect the availability 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 Tire Retreading Services from Treadway Services LLC and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 18, 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 Tire Retreading Services to maintain City vehicles in working order; 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 Tire Retreading Services on an as needed basis in order to maintain City vehicles in working order, 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 Tire Retreading Services for the term ending March 31, 2017 with the option to extend for two (2) additional one year periods or portion thereof subject to mutual agreement in accordance with Solicitation No. SA005679 as follows:
Treadway Services, LLC.: All Items Amount $1.00
SECTION 2. That the expenditure of $1.00 has been authorized by ordinance 2890-2014 AC037233 to pay the cost thereof.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.