Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Grounds Equipment and Small Engine Parts with Reynolds Farm Equipment, Inc dba Reynolds Golf and Turf. The Division of Fleet Management is the primary user for Grounds Equipment and Small Engine Parts. Woods, Lastec and Bush Hog Grounds Equipment and Small Engine Parts are used to repair City vehicles. The term of the proposed option contract would be approximately two (2) years, expiring November 30, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on August 23, 2018. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978.
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. RFQ009811). One (1) bid was received. No bids were received for Item 1 and that item will be rebid.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Reynolds Farm Equipment, Inc. dba Reynolds Golf and Turf, CC# 007014 expires 11/30/2020, Items 2-4, $1.00
Total Estimated Annual Expenditure: $30,000.00, Division of Fleet Management, 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: The expenditure of $1.00 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 a Universal Term Contract for the option to purchase Grounds Equipment and Small Engine Parts with Reynolds Farm Equipment, Inc., dba Reynolds Golf and Turf; and to authorize the expenditure of $1.00 from General Budget Reservation BRPO000978. ($1.00).
Body
WHEREAS, the Grounds Equipment and Small Engine Parts UTC will provide for the purchase of Woods, Lastec and Bush Hog Parts used to repair City vehicles; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 23, 2018 and selected the overall lowest, responsive, responsible and best bidder; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Division of Fleet Management, to authorize the Director of Finance and Management to enter into a Universal Term Contract with Reynolds Farm Equipment, Inc., dba Reynolds Golf and Turf, for the option to purchase Grounds Equipment and Small Engine Parts; 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 Grounds Equipment and Small Engine Parts in accordance with Request for Quotation RFQ009811 for a term of approximately two (2) years, expiring 11/30/2020, with the option to renew for one (1) additional year, as follows:
Reynolds Farm Equipment, Inc. dba Reynolds Golf and Turf, Items 2-4, $1.00
SECTION 2. That the expenditure of $1.00 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.