Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Small Engine & Grounds Equipment Parts with Evolution Ag and Century Equipment. The Division of Fleet Management is the primary user for small engine repair parts. Small Engine & Grounds Equipment Parts are used to repair and maintain City owned Woods and Toro branded equipment. The term of the proposed option contracts would be approximately three (3) years, expiring November 30, 2023, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on December 31, 2020. In addition, the expenditure of $2.00 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. RFQ017407). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
Evolution Ag, CC# 008396 expires 1/25/2023, Item# 1, $1.00
Century Equipment, CC#006990 expires 2/13/2022, Item# 3, $1.00
Total Estimated Annual Expenditure: $40,000.00, Division of Fleet Management, the primary user
Items# 2 & 4 did not receive any bids. These items will be purchased as needed on separate legislation drafted by the Division of Fleet Management.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the current contract expired on 11/30/2020.
The 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 $2.00 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 two (2) Universal Term Contracts for the option to purchase Small Engine & Grounds Equipment Parts with Evolution Ag and Century Equipment; and to authorize the expenditure of $2.00 from General Budget Reservation BRPO001343; and to declare an emergency. ($2.00).
Body
WHEREAS, the Small Engine & Grounds Equipment Parts UTC will provide for the purchase of replacement and repair parts from the manufacturer of Woods and Toro used to repair City owned equipment; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 31, 2020 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance & Management in that it is immediately necessary to authorize the Finance and Management Director to enter into two (2) Universal Term Contracts for the option to purchase Small Engine and Grounds Equipment Parts because the current contract expired on 11/30/2020, 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 tow (2) Universal Term Contracts for the option to purchase Small Engine & Grounds Equipment Parts in accordance with Request for Quotation RFQ017407 for a term of approximately three (3) years, expiring November 30, 2023 with the option to renew for one (1) additional year, as follows:
Evolution Ag, Item #1; $1.00
Century Equipment Item# 3; $1.00
SECTION 2. That the expenditure of $2.00 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.