Explanation
BACKGROUND: This ordinance authorizes the option to purchase Light Duty Trucks for the City of Columbus. Light Duty Trucks are used by various City agencies. The contract will allow the City to purchase any light duty truck or van manufactured by Ford. The majority of vehicles to be purchased from this contract are likely to be the Ford F150, F350, F450, and Transit Connect.
The term of the proposed option contracts will be through June 30, 2018 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA005794. The Purchasing Office opened formal bids on April 2, 2015.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 (Solicitation No. SA005794). One hundred and two (102) bids were solicited (MAJ: 97, M1A: 2, MBR: 3) One (1) bid was received (MAJ: 1). The specifications asked the bidders to provide a dollar amount over triple net dealer invoicing.
The Purchasing Office is recommending award of one contract to the lowest responsive, responsible and best bidder:
Byers Ford, LLC, contract compliance 31-4139630 expiration 12/17/2015
Total Estimated Annual Expenditure: $2,500,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because, without emergency action, the model year build-out dates may pass and the City could pay more money for the next model year automobiles.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into one contract for the option to purchase Light Duty Trucks with Byers Ford, LLC and to authorize the expenditure of one dollar ($1.00) to establish this contract from the General Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 2, 2015 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for all City agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, these vehicles will replace older, high maintenance units used in the daily operations of City Agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to enter into contract for the option to purchase Light Duty Trucks so that the model year build out dates are not missed 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 Light Duty Trucks in the City of Columbus for the term ending June 30, 2018 with the option to extend for one additional year in accordance with Solicitation No. SA005794 as follows:
Byers Ford, LLC, Items: 1-96, 98-104. 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, Object Level 3: 2270, OCA: 450047, 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.