Explanation
BACKGROUND: This legislation is for the option to establish two a UTC contracts for Fleet Spreader Parts for the City of Columbus’ vehicles and equipment on an as needed basis. The term of the proposed option contracts would be approximately two years, expiring October 30, 2018, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on September 8, 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. RFQ002578).
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Buckeye Truck Equipment Inc., CC85426-155445 expires 9/26/2018, Items 1- 5, $1.00
J.T. Dillard,Llc., CC85424-163334 expires 8/20/2017 Items 6-10, $1.00
Total Estimated Annual Expenditure: $25,000, Fleet Management, the primary user
The companies are 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 these option contracts 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 two (2) contracts for the option to purchase Fleet Spreader Parts with Buckeye Truck Equipment Inc. and J.T. Dillard Llc.; to authorize the expenditure of $2.00 to establish the contracts from the General Fund; and to declare an emergency.
Body
WHEREAS, the Fleet Spreader Parts UTC will provide for the City of Columbus’ vehicles and equipment; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 8, 2016 and selected the overall lowest, responsive, responsible and best bidders; 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, 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 two (2) contracts for the option to purchase Fleet Spreader Parts in order to maintain a proper supply of Parts, 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 contracts for the option to purchase Fleet Spreader Parts in accordance with Solicitation No. RFQ002578 for a term of approximately two years, expiring October 30, 2018, with the option to renew for one (1) additional year, as follows:
Buckeye Truck Equipment Inc., Items 1- 5, $1.00
J.T. Dillard Items 6-10, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund, Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
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.