Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish Universal Term Contracts (UTCs) for the option to purchase Auto Body Repair Services with Dick Masheter Ford Inc., Fyda Freightliner Columbus Inc., Keen’s Body Shop Inc., Skinner Diesel Services Inc., A-Tec Auto Body LLC, and Roush Ford. The Division of Fleet Management is the primary user of Auto Body Repair Services. Auto Body Repair Services are used to repair City vehicles. The term of the proposed option contracts would be approximately two (2) years, expiring June 30, 2023, with the option to renew for one (1) additional year. In addition, the expenditure of $6.00 is hereby authorized from General Budget Reservation BRPO001670.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Columbus City Code 329 relating to competitive bidding, (Request for Quotation No. RFQ017656). The Purchasing Office opened formal bids on April 22, 2021. Six (6) bids were received. A waiver is requested for the award to Keen’s Auto Body Inc. The company submitted their pricing as an attachment to the bid response rather than quoting within the lines of the RFQ as requested in an amendment to the RFQ. The City was unable to open the and read the attachment due to technology issues and therefore had to ask the company to provide the information via Email.
The Purchasing Office is recommending award to lowest, responsible and best bidders as follows:
Dick Masheter Ford Inc., CC# 004265 expires 10/15/2022, Items 1, 2, 5, 6, $1.00
Fyda Freightliner Columbus Inc., CC# 004301 expires 7/17/2022, Items 2 - 4, $1.00
Keen’s Body Shop Inc., CC# 004390 expires 4/16/2022, Items 1 - 6, $1.00
Skinner Diesel Services Inc., CC# 004732 expires 4/29/2023, Items 2 - 4, $1.00
A-Tec Auto Body LLC, CC# 025390 expires 5/13/2022, Items 1, 4, 6, $1.00
Roush Ford, CC# 034937 expires 2/19/2023, Items 1 - 6, $1.00
Total Estimated Annual Expenditure: $400,000.00, Division of Fleet Management, primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency ordinance to maintain uninterrupted access to these services.
This companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: The expenditure of $6.00 is hereby authorized from General Budget Reservation BRPO001670. 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 contracts for the option to purchase Auto Body Repair Services with Dick Masheter Ford Inc., Fyda Freightliner Columbus Inc., Keen’s Body Shop Inc., Skinner Diesel Services Inc., A-Tec Auto Body LLC and Roush Ford; to authorize the expenditure of $6.00 from General Budget Reservation BRPO001670; to waive the competitive bidding provisions of City Code for Keen's Body Shop, Inc.; and to declare an emergency. ($6.00)
Body
WHEREAS, the Auto Body Repair Services UTCs will provide for the purchase of Auto Body Repair Services used to repair City vehicles; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 22, 2021; and
WHEREAS, a waiver is requested for the award to Keen’s Auto Body Inc. because the vendor submitted their proposal as an attachment to the bid response rather than quoting pricing within the lines of the RFQ, as requested in an amendment to the RFQ; 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 Universal Term Contracts for the option to purchase Auto Body Repair Services to maintain uninterrupted access to these 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 RFQ017656 for a term of approximately two (2) years, expiring June 30, 2023, with the option to renew for one (1) additional year, as follows:
Dick Masheter Ford Inc., Items 1, 2, 5, 6, $1.00
Fyda Freightliner Columbus Inc., Items 2 - 4, $1.00
Keen’s Body Shop Inc., Items 1 - 6, $1.00
Skinner Diesel Services Inc. Items 2 - 4, $1.00
A-Tec Auto Body LLC, Items 1, 4, 6, $1.00
Roush Ford, Items 1 - 6, $1.00
SECTION 2. That this Council finds it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329 to permit the aforementioned purchase from Keen's Body Shop, Inc.
SECTION 3. That the expenditure of $6.00 is hereby authorized from General Budget Reservation BRPO001670 of this ordinance to pay the cost thereof.
SECTION 4. 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 5. That for the reasons 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.