Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish three (3) Universal Term Contracts (UTCs) for the option to purchase Auto Body Repair Services from Keens Body Shop Inc; A-Tec Auto Body Llc; and Dick Masheter Ford Inc. The Division of Fleet Management is the primary user for Auto Body Repair Services. These auto body repair services are used to maintain city vehicles. The term of the proposed option contracts will be approximately two(2) years, expiring 6/30/2020, with the option to renew for two (2) additional one (1) year extensions. The Purchasing Office opened formal bids on August 17, 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. RFQ008991). Three (3) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Keens Body Shop Inc, CC# 004390 expires 6/5/2020, Items 1, 2, 3, 4, $1.00
Total Estimated Annual Expenditure: $150,000.00, Division of Fleet Management, the primary user
A-Tec Auto Body Llc, CC# 025390 expires 5/14/2020, Items 1, 4, $1.00
Total Estimated Annual Expenditure: $150,000.00, Division of Fleet Management, the primary user
Dick Masheter Ford Inc, CC# 004265 expires 2/8/2019, Items 1, 2, 5, $1.00
Total Estimated Annual Expenditure: $150,000.00, Division of Fleet Management, the primary user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the current contracts expire 6/30/2018.
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: The expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO000978. 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 three (3) contracts for the option to purchase Auto Body Repair Services from Keens Body Shop Inc, A-Tec Auto Body LLC, and Dick Masheter Ford Inc; to authorize the expenditure of $3.00 from General Budget Reservation BRPO000978; and to declare an emergency. ($3.00).
Body
WHEREAS, the Auto Body Repair Services UTCs will provide for the purchase of auto body repairs for the Division of Fleet Management; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on 5/17/2018 and selected the overall lowest, responsive, responsible and best bidders, and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to authorize the Finance and Management Director to enter into three (3) Universal Term Contracts for the option to purchase Auto Body Repair Services, 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 contracts for the option to purchase Auto Body Repair Services in accordance with Request for Quotation RFQ008991 for a term of approximately two (2) years, expiring 6/30/2020, with the option to renew for two (2) additional one (1) year extensions, as follows:
Keens Body Shop, Inc., Items 1, 2, 3, 4, $1.00
A-Tec Auto Body, LLC, Items 1, 4, $1.00
Dick Masheter Ford, Inc., Items 1, 2, 5, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO000978 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.