Explanation
BACKGROUND: This ordinance is for the option to establish two (2) Universal Terms Contracts (UTCs) for Specialty Automotive and Equipment Parts and Services for International Truck Parts and Services and Heil Environmental Parts and Services. The Division of Fleet Management will use these contracts to purchase specific and unique OEM repair parts and labor services used on vehicles within the City.
These items are not available from any other vendors. International manufactures various large trucks including Medic, dump, utility, box and bucket, along with other speciality equipment, Heil manufactures trash compacting upfits used on City trash trucks. The term of the proposed option contracts would be through October 31, 2020 with the right to extend for one (1) additional one year period subject to mutual agreement by both parties.
The following vendors are sole sources for these parts as they are the only local distributor or OEM and authorized service provider for these specific manufacturers:
International Truck Parts and Services:
Rush Truck Centers of Ohio, Inc., CC#233337-11019 expires 10/13/2017 all items $1.00
Total Estimated Annual Expenditure: $200,000.00
Heil Environmental Parts and Services:
Bell Equipment Co., CC#007526 expires 8/17/2019 all items $1.00
Total Estimated Annual Expenditure: $50,000.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database. 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 public services will be slowed. The current contract(s) expire on 10/31/2017 for these goods and services.
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 two (2) Universal Term Contracts for the option to purchase Specialty Automtoive and Equipment Parts and Services with Rush Truck Centers of Ohio, Inc. and Bell Equipment Co. in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $2.00 from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Fleet Management Division has a need to procure specialty vehicle parts and services from local authorized OEM parts vendors in order to repair City Vehicles and equipment on short notice; and
WHEREAS, at times providers of various Vehicle parts do not submit bids because they 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, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director to enter into sole source contracts with Rush Truck Centers of Ohio, Inc., for the option to obtain International Truck Parts and Services, and with Bell Equipment Co., for the option to obtain Heil Environmental Parts and Services, because the current contract(s) will expire on 10/31/2017, for the preservation of the public health, 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 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:
Rush Truck Centers of Ohio, Inc., Amount $1.00
Bell Equipment Co., Amount $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 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 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 reasons stated in the preamble hereto, which is hereby made a part of 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.