Explanation
BACKGROUND: This ordinance is for the option to establish a Universal Term Contract (UTC) for Horton Emergency Vehicle Parts and Services with Horton Emergency Vehicles Inc. The Division of Fleet Management will use this contract to purchase specific and unique OEM repair parts and labor services used on emergency vehicles within the City. These items are not available from any other vendors. Horton manufactures emergency vehicles used within the Fire Department. The term of the proposed option contract 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 vendor is a sole source for these parts and services as they are the only local distributor or OEM and authorized service provider for this specific manufacturer:
Horton Emergency Vehicles Inc., CC#007091 expires on 9/11/2019, all items $1.00
Total Estimated Annual Expenditure: $30,000.00
This company is 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 one (1) contract for the option to purchase Horton Emergency Vehicle Parts and Services with Horton Emergency Vehicles Inc., in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $1.00 from the General Fund; and to declare an emergency. ($1.00)
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 Emergency vehicles 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 a contract with Horton Emergency Vehicles, Inc., for the option to obtain Horton Emergency Vehicle Parts and Services, because the current contract(s) will expire on 10/31/2017; 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 contract for an option to purchase 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:
Horton Emergency Vehicles, Inc., Amount $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 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 reason 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.