. Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for City OEM Truck Parts. These parts are used for the City's vehicles and equipment on an as needed basis. The term of the proposed option contract will 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 August 17, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Solicitation No. RFQ006220).
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
AMG Peterbilt of Columbus; (Items 26, 32) CC012272 expires 9/22/2019
All Items, $1.00
Total Estimated Annual Expenditure: $135,000, Fleet Management is 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.
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 Universal Term Contract for the option to purchase City OEM Truck Parts with AMG Peterbilt of Columbus; 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 City OEM Truck Parts UTC will provide for the City of Columbus’ vehicles and equipment; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 17, 2017 and selected the overall lowest, responsive, responsible and best bidders, AMG Peterbilt of Columbus; 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, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to authorize the Director to enter into a contract for the option to purchase City OEM Truck Parts with AMG Peterbilt of Columbus, Inc. in order to maintain a supply of City OEM Truck Parts to ensure the proper maintenance of City Vehicles and Equipment 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 be and is hereby authorized to enter into the following contract for the option to purchase City OEM Truck Parts in accordance with Solicitation No. RFQ006220 for a term of approximately two years, expiring September 30, 2019, with the option to renew for one (1) additional year, as follows:
AMG Peterbilt of Columbus, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund, Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
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.