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File #: 1247-2017    Version: 1
Type: Ordinance Status: Passed
File created: 5/3/2017 In control: Finance Committee
On agenda: 5/22/2017 Final action: 5/24/2017
Title: To authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Fuel Station Maintenance with Advanced Fuel Systems Inc; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Attachments: 1. Funding Attachment

Explanation

BACKGROUND:  This legislation is for the option to establish a Universal Term Contract (UTC) for Fuel Station Maintenance. These parts, repairs, and services are needed for the proper maintenance of the City's various fuel stations. The term of the proposed option contract would be approximately two years, expiring May 31, 2019, with the option to renew for three (3) additional years on a year to year basis.  The Purchasing Office opened formal bids on April 27, 2017.                      

 

The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Solicitation No. RFQ005235).  

 

The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:

 

Advanced Fuel Systems Inc, ,CC005686 expires 3/3/2018, All Items, $1.00

Total Estimated Annual Expenditure: $150,000, 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.  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 Universal Term Contract for the option to purchase Fuel Station Maintenance with Advanced Fuel Systems 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 Fuel Station Maintenance UTC will provide  parts, repairs, and services are needed for the proper maintenance of the City's various fuel stations; and 

 

WHEREAS, the Purchasing Office advertised and solicited formal bids on April 27, 2017 and selected the overall lowest, responsive, responsible and best bidder, Advanced Fuel Systems Inc; 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 Finance and Management Department in that it is immediately necessary to authorize the Director to enter into a contract with Advanced Fuel Systems Inc, Inc. in order to maintain the City’s fuel stations, 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 in order to maintain the City’s fuel stations in accordance with Solicitation No. RFQ005235 for a term of approximately two years, expiring May 31, 2019, with the option to renew for three (3) additional yearson a year to year basis, as follows:

 

Advanced Fuel Systems Inc, All Items, $1.00

 

SECTION 2.  That the expenditure of $1.00 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.