Explanation
BACKGROUND: This ordinance provides the option for Fleet Management to purchase specific and unique parts and services for City vehicle and equipment repairs not available from any other vendors. The term of the proposed option contracts would be from the date of execution by the City up to and including October 31, 2019 with the right to extend for one (1) additional one-year period subject to mutual agreement by both parties.
The companies are all sole providers of parts and services for our region. H Y O Inc, Sutphen Corporation, and Michael Yost dba Tech Source Ltd are the only local makers and distributors of specific equipment parts and services or the only authorized facility to perform manufacturer or warranty repairs. H Y O Inc. is the supplier of Pengwyn hydraulic equipment. Sutphen Corporation is the manufacturer of custom fire truck and equipment and Michael Yost dba Tech Source Ltd is the supplier of Tech tire repair products.
H Y O INC, CC004832 (Expires 7/26/2019)
Total Estimated Annual Expenditure: $100,000.00
SUTPHEN CORPORATION CC004200 (Expires 9/18/2019)
Total Estimated Annual Expenditure: $100,000.00
MICHAEL YOST DBA TECH SOURCE LTD CC004200 (Expires 10/2019)
Total Estimated Annual Expenditure: $40,000.00
These companies are 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 contracts for the option to purchase equipment and services with H Y O Inc, Sutphen Corporation, and Michael Yost dba Tech Source Ltd; to authorize the expenditure of $3.00 to establish the contract(s) from the General Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Fleet Management Division has a need to procure automotive equipment parts, supplies, and services to provide for the City of Columbus’ vehicles; and
WHEREAS, these providers are the sole authorized parts vendor or repair facility within the geographic area Columbus, Franklin County; and
WHEREAS, the Fleet Management Division has a need to procure automotive, truck and equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair a variety of City vehicles on short notice, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that the existing contracts will expire October 31, 2017, therefore, it is immediately necessary to authorize the Director to enter into contracts with H Y O Inc, Sutphen Corporation, and Michael Yost dba Tech Source Ltd for the option to purchase vehicle parts and services for the Fleet Management Division; 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 the option to purchase vehicle parts and services for a term of approximately two (2) years, expiring October 31, 2019, with the option to renew for one (1) additional year as follows:
H Y O Inc: Amount: $1.00
Sutphen Corporation.: Amount: $1.00
Michael Yost dba Tech Source Ltd: Amount: $1.00
SECTION 2. That the expenditure of $3.00 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 these purchases are in accordance with the provisions of the Columbus City Code Chapter 329, “Sole Source Procurement.”
SECTION 4. That for the reasons 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.