Explanation
BACKGROUND: This legislation authorizes the establishment of a Universal Term Contract (UTC) for the Rental of Vehicles, primarily for the Division of Fleet Management as the primary user agency. Vehicle rentals are primarily used to provide transportation to different events reserved by the Department of Recreation and Parks Summer Program. The term of the proposed option contract is through March 30, 2019 with the option to extend one (1) additional year, subject to mutual agreement of both parties. The Purchasing Office opened formal bids on February 28, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ004346). Eighteen (18) bids were solicited, two (2) bids were received.
The Purchasing Office is recommending award of one (1) contract to the lowest, responsive, responsible and best bidder:
Enterprise Holdings,
Total Estimated Annual Expenditure: $75,000.00
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, 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 budgeted in the General Fund. City agencies will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into one (1) Universal Term Contract for the option to Rent Vehicles with Enterprise Holdings; to authorize the expenditure of one dollar ($1.00) from the General Fund, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 28, 2017 and selected the lowest responsive, responsible and best bid which was submitted by Enterprise Holdings; and
WHEREAS, there is a need for the Fleet Management Division to rent cargo and passenger vans for use by the Recreation & Parks Department for their summer programs and also to rent certain covert vehicles for use by the Division of Police; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to authorize the Director to enter into a Universal Term Contract for the option to Rent Vehicles with Enterprise Holdings and to establish purchase orders for passenger and covert vehicles for the City summer programming and Police operations, 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 Rent Vehicles for the term ending March 30, 2019 with the option to extend for one (1) additional year in accordance with Solicitation No. RFQ004346 as follows:
Enterprise Holdings, All Items. Award $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund, Object Class 03 Services 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 enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.