Explanation
BACKGROUND
The purpose of this ordinance is to enter into contract with Mr. Transmission/Milex Complete Auto Care and Lindsay Automotive to provide car repair services for Project Taillight, a public safety and crime prevention program. This ordinance also allows for the appropriation and expenditure of $500,000 to continue the expansion of Project Taillight.
The Columbus City Attorney’s Project Taillight public safety and crime prevention program offers low-income residents access to free vehicle repairs. These repairs keep drivers, passengers and pedestrians safer on the roads and prevent low-income residents from receiving tickets for safety code violations. Project Taillight started as a two-year, grant funded pilot and is now a program fully funded by the City of Columbus. City Council is appropriating $500,000 to continue and expand the program to keep these automobiles operational and allow residents to maintain their transportation.
PROCUREMENT
In accordance with the relevant provisions of Chapter 329 of Columbus City Code, the Columbus City Attorney’s Office solicited Best Value Procurement bids for auto repair services through the Vendor Services and Bonfire websites from November 16th through December 21st, 2023 (solicitation #BVP111623). The city attorney sought to identify up to five (5) repair partners located in high-need neighborhoods across Columbus. However, only two (2) bids were received. These proposals were evaluated and scored by the review committee using the rubric outlined in solicitation #BVP111623.
Mr. Transmission/Milex Complete’s application was deemed responsive. The committee determined that this proposal was detailed and demonstrated a full understanding of the scope of work and met all partner requirements. The other application was reviewed and deemed unresponsive as the application was incomplete and provided no detail on how contract work would be completed. The committee recommends entering into contract with Mr. Transmission/Milex Complete Auto Care.
The committee also contends that it is critical to offer participants at least one additional location for repairs to maintain access to program services. Lindsay Automotive served as a repair partner through the first two years of the Project Taillight pilot and has demonstrated ability in achieving program repairs in a manner that meets fiscal requirements and promotes equitable and respectful service. Lindsay is committed to this public service effort but was unable to submit a bid due to a transition in staff. The committee recommends waiving bid and entering into contract with Lindsay Automotive, Inc. for repair services.
Both contracts will be for one (1) year with twelve (12) month renewal options. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of Columbus City Council and certification of funds by the Columbus City Auditor.
INDEFINITE QUANTITY SERVICE CONTRACT JUSTIFICATION: The city attorney made a conscious decision to work with multiple service vendors for the Project Taillight program. Working through multiple locations increases access for program participants and allows the city to invest in multiple business partners serving our diverse resident population. Each approved partner contractually commits to the same labor rate and parts discount (see rates in attached BVP). Because eligible participants are referred to the repair shop that is most convenient for them, the project team is unable to determine how many vehicles will be serviced through each vendor location. Therefore, individual contracts will not be assigned budget caps. Rather, purchase agreements will be set up for each Project Taillight vendor in our system that will draw from a single $460,000 encumbrance. The Columbus City Attorney’s Office will monitor the Project Taillight account and stop referring participants for services when available funds are no longer sufficient to cover repairs.
Note: The review committee will set up a meeting with the vendors who expressed interest in becoming Project Taillight partners but did not submit proposals to gain a clear understanding of the barriers presented in the solicitation/BVP. The team will review this feedback and modify partner requirements (if needed) then reopen the solicitation. Should the new bid influence changes to vendor service contracts for existing Project Taillight partners (such as an adjustment to the labor rate or timeframe for repair), a contract modification will be submitted for Mr. Transmission/Milex Complete Auto and Lindsay Automotive to ensure equity across vendors.
VENDOR:
§ Mr. Transmission/Milex Complete Auto Care | CC-033102 | cert exp 3/8/2025
§ Lindsay Automotive Inc. vendor | CC004376 | cert exp 8/31/2024
These companies do not hold Minority Business Enterprise of Women Business Enterprise status.
FISCAL IMPACT: Total appropriation is $500,000.00 and is available within the Public Safety Initiative subfund.
EMERGENCY DESIGNATION: Emergency action is requested in order to immediately provide the funds necessary to continue and expand the Project Taillight pilot and provide residents with needed repairs to their vehicles, without interruption.
Title
To authorize the City Attorney to enter into two contracts with Lindsay Automotive, Inc and Mr. Transmission/Milex Complete Auto Care for the purpose of supporting and expanding the Project Taillight public safety and crime prevention program; to waive competitive bidding for the Lindsay Automotive, Inc. contract; to authorize the appropriation and expenditure of $500,000.00 within the Public Safety Initiatives subfund; and to declare an emergency. ($500,000.00)
Body
WHEREAS, the Columbus City Attorney’s Office implemented the innovative Project Taillight public safety and crime prevention program giving low-income residents access to free vehicle safety light repair services; and
WHEREAS, these repair services keep drivers, passengers and pedestrians safer on the roads and prevent low-income residents from receiving tickets for safety code violations; and
WHEREAS, City Council has provided funding in the 2024 operating budget to further expand the capacity of the program; and
WHEREAS, the Columbus City Attorney solicited competitive bids for these services in accordance with the provisions of Chapter 329 of City Code through a Best Value Procurement solicitation #BVP111623; and
WHEREAS, two (2) bids were received; and
WHEREAS, the procurement review committee evaluated the applications using the scoring rubric outlined in the solicitation #BVP111623 on December 28th, 2023; and
WHEREAS, the Mr. Transmission/Milex Complete application was deemed responsive. The other application was and deemed unresponsive; and
WHEREAS, the evaluation committee recommends that Mr. Transmission/Milex Complete be select as a contract partner after determining their proposal was detailed and demonstrated a full understanding of the project scope and met all requirements of the Best Value Procurement solicitation (BVP111623); and
WHEREAS, the evaluation committee also recommends waiving bid and contracting with Lindsay Automotive, Inc. as a second vendor for the Project Taillight program. Lindsay Automotive served as a repair partner through the first two years of the Project Taillight pilot and has demonstrated ability in achieving program repairs in a manner that meets fiscal requirements and promotes equitable and respectful service; and
WHEREAS, both contracts will be for one (1) year with twelve (12) month renewal options. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of Columbus City Council, and certification of funds by the Columbus City Auditor; and
WHEREAS, $500,000 is available in the Public Safety Initiatives subfund for this purpose; and
WHEREAS, an emergency exists in the usual daily operation of the Columbus City Attorney’s Office to immediately enter into contract with Project Taillight repair partners to ensure ongoing access to critical auto safety repair services that keep drivers, passengers and pedestrians safe; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Columbus City Attorney is hereby authorized to enter into contract with Mr. Transmission/Milex Complete 2233 Morse Rd Columbus, OH 43229 and Lindsay Automotive, Inc. 5959 Scarborough Blvd. Columbus, Ohio 43232 for the purpose of supporting the Project Taillight public safety and crime prevention program.
SECTION 2. That the Mr. Transmission/Milex Complete contract is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That Chapter 329 provisions are waived for the Lindsay Automotive, Inc. contract.
SECTION 4. That the Auditor is hereby authorized to appropriate $500,000.00 within the Public Safety Initiatives subfund, fund 1000, subfund 100016, to the City Attorney in Services-03 per the accounting codes in the attachment to this ordinance
SECTION 5. Funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. 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.