Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Ultra Low Sulfur Diesel, Biodiesel and Non-Road Diesel Fuel. The Division of Fleet Management is the primary user. These fuels are used for bulk deliveries at different locations at City of Columbus facilities to fuel various vehicles, trucks and equipment. The term of the proposed option 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 July 27, 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. RFQ006047). Three bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Benchmark Biodiesel, Inc., CC#002166 expires 7/26/2019, All items, $1.00
Total Estimated Annual Expenditure: $1,900,000, Division of 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 contract for the option to purchase Ultra Low Sulfur Diesel, Biodiesel and Non-Road Diesel Fuel with Benchmark Biodiesel, 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 Ultra Low Sulfur Diesel, Biodiesel and Non-Road Diesel Fuel UTC will provide for the purchase of bulk diesel and biodiesel fuels used for City vehicles, trucks and equipment; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 27, 2017 and selected Benchmark Biodiesel, Inc. 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 daily operation of the Department of Finance and Management to authorize the Finance and Management Director to enter into contract with Benchmark Biodiesel, Inc. for the option to purchase Ultra Low Sulfur Diesel, Biodiesel and Non-Road Diesel Fuel and because the current contract expires September 30, 2017 this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for the option to purchase Ultra Low Sulfur Diesel, Biodiesel and Non-Road Diesel Fuel, 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 is hereby authorized to enter into the following contract for the option to purchase Ultra Low Sulfur Diesel, Biodiesel and Non-Road Diesel Fuel in accordance with Request for Quotation RFQ006047 for a term of approximately two (2) years, expiring July 27, 2017, with the option to renew for one (1) additional year, as follows:
Benchmark Biodiesel, Inc., 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 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.