Explanation
BACKGROUND: This legislation is for the option to establish Universal Term Contracts (UTC) for Vehicle Heavy Duty Specialty Parts and Services. The Fleet Management Division is the primary user. These contracts will provide primarily repair services for trucks, hydraulic, construction, firefighting and specialty heavy duty equipment and the purchase of parts needed to service equipment. The term of the proposed option contracts would be two years, expiring September 30, 2019, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on June 8, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ005521). Four (4) bids were received. Each line corresponds to a specific category of repair, for instance exhaust systems, brake systems, transmission, etc. No bids were received for 5 of the categories; Fleet Management will enter into individual service contracts for those categories as required.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
FYDA Freightliner Columbus, Inc., MAJ, CC#004301 expires 6/8/2019, Item 3 and 11, $1.00
The W. W. Williams Company LLC, MAJ CC#020988 expires 6/5/2019, Item 4, $1.00
Esec Corporation, MAJ, CC#006602 expires 6/5/2019, Items 5 and 10, $1.00
C. W. Demary Service, Inc., MAJ, CC#004277 expires 3/24/2019, Item 6, $1.00
Total Estimated Annual Expenditure: $210,000, Fleet Management, the primary user
The 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.
FISCAL IMPACT: Funding to establish these option contracts are 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 four (4) contracts for the option to purchase Heavy Duty Specialty Parts and Services with FYDA Freightliner Columbus, Inc., The W. W. Williams Company LLC, Esec Corporation, and C. W. Demary Service, Inc., and to authorize the expenditure of $4.00 to establish the contracts from the General Fund. ($4.00).
Body
WHEREAS, the Heavy Duty Parts and Services UTCs will provide for the purchase of parts and services for the repair, inspection and certification of trucks, hydraulics, construction, firefighting and specialty heavy duty equipment in use throughout the City of Columbus; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 8, 2017 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, it has become necessary in the daily operation of the Department of Finance and Management to authorize the Finance and Management Director to enter into contracts with FYDA Freightliner Columbus, Inc., The W. W. Williams Company LLC, Esec Corporation, and C. W. Demary Service, Inc., for the option to purchase Heavy Duty Specialty Parts and Services; 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 Heavy Duty Specialty Parts and Services in accordance with Request for Quotation RFQ005521 for a term of approximately two years, expiring May 31, 2019, with the option to renew for one (1) additional year, as follows:
FYDA Freightliner Columbus, Inc., Item 3 and 11, $1.00
The W. W. Williams Company LLC, Item 4, $1.00
Esec Corporation, Items 5 and 10, $1.00
C. W. Demary Service, Inc., Item 6, $1.00
SECTION 2. That the expenditure of $4.00 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.