Explanation
BACKGROUND: This legislation is for the option to establish a UTC contract for Vapor Draw Propane for the Division of Fleet Management, the primary user. This contract will provide for the purchase and delivery of specialized Vapor Draw Propane used primarily for Propane Mowers by Recreation and Parks and Public Service. The term of the proposed option contract would be approximately two years, expiring October 31, 2018, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on August 18, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Solicitation No. RFQ002228). Nineteen (19) bids were solicited; two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Praxair Distribution, Inc., MAJ, CC# CC010820 expires 08/19/2018, Lines 10 and 20, $1.00
Total Estimated Annual Expenditure: $30,000, Division of Fleet Management, 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. The current Purchase Order is nearly out of funds and the need for mowing will continue for several months. 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 Vapor Draw Propane with Praxair Distribution, 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, the Vapor Draw Propane UTC will provide for the purchase and delivery of specialized propane for use in propane mowers, primarily by Recreation and Parks and Public Service; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 18, 2016 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, as the current Purchase Order is nearly out of funds and the need for mowing will continue for several months and in order to maintain a supply of Vapor Draw Propane, 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, Purchasing Office, in that it is immediately necessary to authorize the Director to enter into a contract for the option to purchase Vapor Draw Propane, 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 Vapor Draw Propane in accordance with Solicitation No. RFQ002228 for a term of approximately two years, expiring October 31, 2018, with the option to renew for one (1) additional year, as follows:
Praxair Distribution, Inc., Lines 10 and 20, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 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.