Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Vermeer Original Equipment Manufacturer (OEM) parts with Vermeer Heartland, Inc. The Division of Fleet Management is the primary user for Vermeer OEM parts. Vermeer OEM parts are used to repair city motorized equipment. Vermeer Heartland, Inc. is the sole source for these parts and services as they are the only local distributor and authorized service provider for this specific manufacturer. The term of the proposed option contract would be approximately two (2) years, expiring 06/30/2020, with the option to renew for one (1) additional year.
Vermeer Heartland, Inc., CC# 007247 expires 06/30/2020, $1.00
Total Estimated Annual Expenditure: $15,000.00, Division of Fleet Management, the primary user
Emergency Designation: The current contract expires 6/30/2018, The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to ensure an uninterrupted supply of parts and supplies to maintain the motorized fleet.
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 Vermeer OEM parts with Vermeer Heartland, 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 Vermeer OEM parts UTC will provide for the purchase of Vermeer OEM parts used to repair city equipment, and
WHEREAS, Vermeer Heartland, Inc. is the sole source provider of these goods and services, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Fleet Management, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a Universal Term Contract for the option to purchase Vermeer OEM parts with Vermeer Heartland, Inc., 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 Universal Term Contract for the option to purchase Vermeer OEM parts for a term of approximately two (2) years, expiring 06/30/2020, with the option to renew for one (1) additional year, as follows:
Vermeer Heartland, Inc., $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 this purchase is in accordance with relevant provisions of the Columbus City Code, "Sole Source Procurement."
SECTION 4. 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 5. 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.