Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase John Deere Heavy Duty Equipment Parts with Murphy Tractor & Equipment Co., Inc. The Division of Fleet Management is the primary user for these replacement parts, used to repair City construction and agricultural vehicles. Murphy Tractor and Equipment Co., Inc. is the sole source for these parts and they are the only local distributor for this specific manufacturer. Pricing was obtained by catalog. The term of the proposed option contract would be approximately two years, expiring April 30, 2026, with the option to renew for two (2) additional one year periods. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726.
Murphy Tractor and Equipment Company, Inc., CC# 008922 expires 1/17/25, $1.00
Total Estimated Annual Expenditure: $60,000, 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 will expire April 30, 2024. Twice the Purchasing Office posted a bid proposal for this contract and both times no responses were received. After further inquiry, it was determined that the current vendor, Murphy Tractor and Equipment Co., is a sole source for these John Deere OEM parts.
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 BRPO002726.
Title
To authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase John Deere Heavy Duty Equipment Parts with Murphy Tractor and Equipment Co., in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the John Deere Heavy Duty Equipment Parts UTC will provide for the purchase of repair parts for City owned construction and agricultural equipment and Murphy Tractor and Equipment Co., is the sole source provider of these goods and services; and,
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Fleet Management, that in order to continue repairs to City owned equipment and vehicles and avoid a disruption as the current contract expires April 30,2024, it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase John Deere Heavy Duty Equipment Parts with Murphy Tractor and Equipment Co., all for the immediate preservation of the public health, peace, property, safety, and welfare; and 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 John Deere Heavy Duty Equipment Parts for a term of approximately two (2) years, expiring April 30, 2026, with the option to renew for two (2) additional one year periods, as follows:
Murphy Tractor and Equipment Co., $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002726 of this ordinance to pay the cost thereof.
SECTION 3. That this purchase is in accordance with relevant provisions of the Columbus City Code, "Sole Source Procurement."
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 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.