Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Automotive Preventive Maintenance. The Division of Fleet is the sole user. Automotive Preventive Maintenance is used for oil changes and other minor vehicle maintenance services on all City Vehicles. The term of the proposed optional contract would be approximately two years, expiring September 30, 2019, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on June 15, 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. RFQ005629). One hundred forty three (143) bids were solicited. One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Valvoline, LLC., CC# CC019406 expires 5/24/2019, All Items, $1.00
Total Estimated Annual Expenditure: $100,000, Division of Fleet, the sole 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.
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 contract for the option to purchase Automotive Preventive Maintenance with Valvoline, LLC.; and to authorize the expenditure of $1.00 to establish the contract from the General Fund. ($1.00).
Body
WHEREAS, the Automotive Preventive Maintenance UTC will provide for the purchase of oil changing services and other maintenance services needed for repairs rendered on City vehicles; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on June 15, 2017 and selected Valvoline, LLC as the overall lowest, responsive, responsible and best bidder; 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 usual daily operation of the Finance and Management Department, Division of Fleet, to authorize the Director to enter into contract with Valvoline, LLC. for the option to purchase Automotive Preventive Maintenance, 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 Automotive Preventive Maintenance in accordance with Request for Quotation RFQ005629 for a term of approximately two years, expiring September 30, 2019, with the option to renew for one (1) additional year, as follows:
Valvoline LLC, All Items, $1.00
SECTION 2. That the expenditure of $1.00 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.