Explanation
BACKGROUND: This ordinance provides the option for Fleet Management to purchase specific and unique vehicle and truck parts and services for City vehicle repairs not available from any other vendors. The term of the proposed option contracts would be from the date of execution by the City up to and including May 31, 2019 with the right to extend for one (1) additional one-year period subject to mutual agreement by both parties. Best Equipment Co. Inc., H.D. Industries Inc., and FYDA Freightliner are the only local makers and distributors of specific equipment parts and services or the only authorized facility to perform manufacturer or warranty repairs.
BEST EQUIPMENT CO. INC, CC97778-13230 (Expires 9/13/2018)
Total Estimated Annual Expenditure: $80,000.00
H.D. INDUSTRIES INC CC010112 (Expires 1/12/2019)
Total Estimated Annual Expenditure: $40,000.00
FYDA FREIGHTLINER CC004301 (Expires 03/28/18)
Total Estimated Annual Expenditure: $120,000.00
These companies are 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 contracts for the option to purchase equipment and services with Best Equipment Co. Inc., H. D. Industries Inc., and FYDA Freightliner; to authorize the expenditure of $3.00 to establish the contract(s) from the General Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Fleet Management Division has a need to procure automotive equipment parts, supplies, and services to provide for the City of Columbus’ vehicles; and
WHEREAS, these providers are the sole authorized parts vendor or repair facility within the geographic area Columbus, Franklin County; and
WHEREAS, the Fleet Management Division has a need to procure automotive and truck equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair a variety of City vehicles on short notice, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director to enter into a contract(s) with Best Equipment Co. Inc., H.D. Industries Inc., and Fyda Freightliner for the option to purchase vehicle parts and services for the Fleet Management Division; 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 sole source contracts for the option to purchase vehicle parts and services for a term of approximately two (2) years, expiring May 31, 2019, with the option to renew for one (1) additional year as follows:
Best Equipment Co Inc: Amount: $1.00
H. D. Industries, Inc.: Amount: $1.00
Fyda Freightliner: Amount: $1.00
SECTION 2. That the expenditure of $3.00 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 these purchases are in accordance with the provisions of the Columbus City Code Chapter 329, “Sole Source Procurement.”
SECTION 4. That for the reasons 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.