Explanation
BACKGROUND: The purpose of this ordinance is to authorize the Director of Finance and Management to enter into an option contract with Parr Public Safety Equipment, Inc. for the purchase of Transport Vehicle Parts and Up-Fitting Services on behalf of the Division of Fleet. This contract will provide parts and up-fitting services on Police Ford Utility Interceptors on an as needed basis. The term of the proposed option contract would be two (2) years, expiring June 30, 2018, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 7, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with relevant provisions of the Columbus City Code Chapter 329 (RFQ000406). Thirty-four (34) vendors were solicited and one (1) bid was received.
The Purchasing Office is recommending award to the most responsible, responsive and best bidder as follows:
Parr Public Safety Equipment, Inc., CC# 20-1619573; All Items
Total Estimated Annual Expenditure: $1,200,000.00 Division of Fleet, the primary user.
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 one (1) contract for the option to purchase Transport Vehicle Parts and Up-Fitting Services with Parr Public Safety Equipment, Inc.; to authorize the expenditure of one dollar ($1.00) to establish the contract from the General Fund, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for parts and up-fitting services for Police Ford Interceptors on April 7, 2016 and selected the most 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, the Ford Police Interceptors require transport vehicle parts and up-fitting services in order to be ready for service by the Division of Police; and
WHEREAS, in order to maintain a Ford Interceptors needed to support the Police Department throughout the City of Columbus service area, 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 & Management, Division of Fleet Management, in that it is immediately necessary to authorize the Director to enter into a contract for the option to purchase Transport Vehicle Parts and Up-Fitting Services, 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 of Transport Vehicle Parts and Up-Fitting Services in accordance with request for quote RFQ000406 for a term of approximately two years, expiring June 30, 2018, with the option to extend for one (1) additional year, as follows:
Parr Public Safety Equipment, Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Services, Materials and Supplies per the account codes in the attachment of this ordinance 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 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.