Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Autocar OEM Parts with Truck Country of Indiana, Inc. dba Stoops Freightliner - Quality Trailer. The Division Fleet Management is the primary user for Autocar OEM Parts. Autocar OEM Parts are used to repair City vehicles. The term of the proposed option contract would be approximately one (1) year, expiring September 30, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on August 8, 2019. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001107.
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. RFQ012982). One (1) bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Truck Country of Indiana, Inc. dba Stoops Freightliner - Quality Trailer, CC# 013531 expires 9/30/2020, All Items, $1.00
Total Estimated Annual Expenditure: $30,000.00, 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 no contract currently exists for the purchase of these goods.
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 BRPO001107. 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 contract for the option to purchase Autocar OEM Parts with Truck Country of Indiana, Inc. dba Stoops Freightliner - Quality Trailer; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001107; and to declare an emergency. ($1.00).
Body
WHEREAS, the Autocar OEM Parts UTC will provide for the purchase of Autocar OEM Parts used to repair City vehicles; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 8, 2019 and selected 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, Fleet Management in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Autocar OEM Parts, 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 Autocar OEM Parts in accordance with Request for Quotation RFQ012982 for a term of approximately one (1) year, expiring September 30, 2020, with the option to renew for one (1) additional year, as follows:
Autocar OEM Parts, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001107 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.