Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish one (1) Universal Term Contract (UTC) for the option to purchase Light Duty Trucks with George Byers Sons Inc. The Department of Finance and Management, Division of Fleet Management is the primary user of the Light Duty Trucks contract. The Light Duty Trucks contract is used to purchase F150, F350, F450 and Transit Connect vehicles. The term of the proposed option contract would be approximately two (2) years, expiring June 30, 2020, with the option to renew for one (1) additional one year period. The Purchasing Office opened formal bids on April 19, 2018.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329 relating to competitive bidding (Request for Quotation No. RFQ008791). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
George Byers Sons Inc CC# CC006008 expires 6/15/2019, All Items, $1.00
Department of Finance and Management Total Estimated Annual Expenditure: $2,500,000.00
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because of the importance of these commodities and to ensure there is no delays in the procurement process.
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 one (1) Universal Term Contract for the option to purchase Light Duty Trucks with George Byers Sons Inc.; to authorize the expenditure of $1.00 from the General Fund; and to declare an emergency. ($1.00).
Body
WHEREAS, the Light Duty Trucks UTC contract will provide the replacement of older, high maintenance units used in the daily operations of City agencies; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 19, 2018 and selected George Byers Sons Inc. as the overall lowest, responsive, responsible and best bidder; 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 Finance and Management Director to enter into one (1) Universal Term Contract for the option to purchase Light Duty Trucks, 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 contract for the option to purchase Light Duty Trucks in accordance with Request for Quotation RFQ008791 for a term of approximately two (2) years, expiring June 30, 2020, with the option to renew for one (1) additional one year period, as follows:
George Byers Sons Inc., All Items, $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 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.