Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into three (3) contracts for the option to purchase Specialty Automotive and Equipment Parts and Services for Lincoln & Rotary Lift Products and Services, Pierce Manufacturing Parts and Services and Versalift Parts and Services. The Division of Fleet Management will use these contracts to purchase specific and unique vehicle, truck, and equipment parts for City vehicle and equipment repairs not available from any other vendors. Lincoln manufactures fluid distributing systems and other shop equipment, Rotary manufactures vehicle lifts used for repair of vehicles, Pierce manufactures fire equipment and Versalift manufactures bucket trucks. The term of the proposed option contracts would be from November 1, 2017 up to and including October 31, 2020 with the right to extend for one (1) additional one year period subject to mutual agreement by both parties. The following contracts are sole source for these parts and services, as they are the only local distributor and authorized service providers for these specific manufacturers:
Lincoln & Rotary Lift Products and Services:
CJM Solutions, LLC, CC#00583-111038 expires 12/18/2017, All Items, $1.00
Total Estimated Annual Expenditure: $50,000.00
Pierce Manufacturing Parts and Services:
Finley Fire Equipment Company, Inc., CC#16583-103259 expires 6/28/2019, All Items $1.00
Total Estimated Annual Expenditure: $40,000.00
Versalift Parts and Services:
Utility Truck Equipment Inc., CC#CC004562 expires 11/7/2018, All Items $1.00
Total Estimated Annual Expenditure: $25,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
FISCAL IMPACT: Funding to establish these option contracts are budgeted from the General Fund. Fleet Management and other city agencies will be required to obtain approval to expend from its own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into three (3) universal term contracts for the option to purchase Specialty Automotive and Equipment Parts and Services with CJM Solutions, LLC, Finley Fire Equipment Company, Inc., and Utility Truck Equipment Inc. in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $3.00 from the General Fund. ($3.00)
Body
WHEREAS, the Fleet Management Division has a need to procure specialty automotive and equipment parts and services from local authorized OEM parts and service vendors in order to repair City vehicles and equipment on short notice; and
WHEREAS, these providers of various speciatly automotive equipment parts, supplies and services are the sole authorized parts vendor or repair facility within the geographic area Columbus, Franklin County; and
WHEREAS, this ordinance addresses Purchasing objectives 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 Department of Finance and Management to authorize the Director to enter into three universal term contracts for specialty automotive equipment, parts and service with CJM Solutions, LLC, Finley Fire Equipment Company, Inc. and Utility Truck Equipment Inc.; 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 an option to purchase specialty vehicle parts and services for a term of approximately three (3) years, expiring October 31, 2020, with the option to renew for one (1) additional year as follows:
CJM Solutions, LLC, Amount $1.00
Finley Fire Equipment Company, Inc., Amount $1.00
Utility Truck Equipment Inc., Amount $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from the General Fund in Object Class 02 Materials and Supplies for the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 3. That this purchase is in accordance with the relevant Sole Source Procurement provisions of the Columbus City Code, “Sole Source Procurement.”
SECTION 4. 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 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.