Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Oils, Greases and Fluids with Glockner Oil Company, Inc. The Division of Fleet Management is the primary user for Oils, Greases and Fluids. Oils, Greases and Fluids are used to maintain City vehicles through routine and preventative maintenance services at Fleet Management. The term of the proposed option contract would be approximately two (2) years, expiring October 31, 2022, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on July 30, 2020. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001343.
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. RFQ015948). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
Glockner Oil Company, Inc., CC# 004587 expires 7/7/2022, All Items, $1.00
Total Estimated Annual Expenditure: $300,000.00, 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 contract for these goods expires October 31, 2020.
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 BRPO001343. 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 Oils, Greases and Fluids with Glockner Oil Company, Inc.; to authorize the expenditure of $1.00 from General Budget Reservation BRPO001343; and to declare an emergency. ($1.00).
Body
WHEREAS, the Oils, Greases and Fluids UTC will provide for the purchase of Oils, Greases and Fluids used to maintain City vehicles; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 30, 2020 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, Division of Fleet Management, in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract with Glockner Oil Company, Inc. for the option to purchase Oils, Greases and Fluids before the current contract expires, 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 Oils, Greases and Fluids in accordance with Request for Quotation RFQ015948 for a term of approximately two (2) years, expiring October 31, 2022, with the option to renew for one (1) additional year, as follows:
Glockner Oil Company, Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO001343 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.