. .Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Detroit Diesel OEM Parts with The WW Williams Company LLC. The Division of Fleet Management is the primary user for Detroit Diesel OEM Parts. Detroit Diesel OEM Parts are used to repair and maintain engines of City medium and heavy duty vehicles. The term of the proposed option contract would be approximately two (2) years, expiring May 31, 2025, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on May 4, 2023. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ024626). One bid was received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder as follows:
The WW Williams Company LLC, CC# 020988 expires 1/17/2025, All Items, $1.00
Total Estimated Annual Expenditure: $20,000.00, 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 vendor under contract agreed to an extension, but then proposed a substantial price increase.
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 BRPO002253. 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 Detroit Diesel OEM Parts with The WW Williams Company LLC; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Detroit Diesel OEM Parts UTC will provide for the purchase of Detroit Diesel OEM Parts used to repair and maintain engines of City medium and heavy duty vehicles; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 4, 2023 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, because the current vendor under contract agreed to an extension, but then proposed a substantial price increase such that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Detroit Diesel 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 Universal Term Contract for the option to purchase Detroit Diesel OEM Parts in accordance with Request for Quotation RFQ024626 for a term of approximately two (2) years, expiring May 31, 2025, with the option to renew for one (1) additional year, as follows:
The WW Williams Company LLC, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253 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.