Explanation
November 5, 2004 04-082-600
BACKGROUND: The Purchasing Office received and opened bid number SA001324 for one 17,500 GVW Cab and Chassis Truck with Dump Body on October 28, 2004. This truck is to transport various aggregates and personnel to job sites as needed for the Division of Water. Ten bids were received and the Purchasing Office deemed eight of them complete. The bids from FYDA Freightliner and White-Allen Chevrolet were non-responsive having changed the City's terms and conditions of payment.
The low bid was that of White-Allen Chevrolet at $42,700.00. However, they were deemed non-responsive for having changed the City's terms and conditions of payment.
The second vendor, Haydocy Pontiac GMC Truck, Inc., 3895 West Broad Street, Columbus, Ohio 43228, met or exceeded all of our specifications. Therefore we are recommending award of this contract go to Haydocy Pontiac GMC Truck, Inc. as the lowest, responsive, responsible and best bidder. We are recommending they be awarded the bid for Item #1, for a 2005 GMC Topkick Model TC4C042 truck with a dump body by America's Body Company at a price of $44,437.94 and for Item #2, for the extended warranty at a price of $1,070.00, for a total of $45,507.94. The Contract Compliance Number for Haydocy Pontiac GMC Truck, Inc. is 31-4398091. They do not have MBE/FBE status. There were 79 companies solicited and of the bids received no company had MBE/FBE status.
It is requested that this Ordinance be handled in an emergency manner, for this year's funding and to avoid an increase in cost after the beginning of 2005 along with the fact that the current vehicle is experiencing excessive repair costs.
FISCAL IMPACT: The Division of Water has allocated $40,000.00 for the 17,500 GVW Cab and Chassis Truck with Dump Body and extended warranty in the 2004 Budget. The additional costs for this purchase will be covered by a reprioritization of purchases within Object Level One 06. This vehicle has not been ordered by the Division of Water in the past eight years.
Title
To authorize the Finance Director to enter into a contract with Haydocy Pontiac GMC Truck, Inc., for a 17,500 GVW Cab and Chassis Truck with Dump Body and extended warranty, for the Division of Water, and to authorize the expenditure of $45,507.94 from Water Systems Operating Fund, and to declare an emergency. ($45,507.94)
Body
WHEREAS, the Purchasing Office did receive and open bid number SA001324 for the purchase of a 17,500 GVW Cab and Chassis Truck with Dump Body on October 28, 2004, and
WHEREAS, ten bids were received, but two were deemed non-responsive one of which was the lowest bid, because they changed the terms and conditions of payment, and
WHEREAS, the second vendor, Haydocy Pontiac GMC Truck, Inc., met or exceeded all of our specifications, therefore, we are recommending award of this contract go to Haydocy Pontiac GMC Truck, Inc., as the lowest responsive, responsible, and best bidder to meet specifications, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Finance Director to enter into a contract with Haydocy Pontiac GMC Truck, Inc., for a 17,500 GVW Cab and Chassis Truck with Dump Body and extended warranty, needed by the Distribution activity, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance Director be and is hereby authorized to enter into a contract with Haydocy Pontiac GMC Truck, Inc., as the lowest responsive, responsible, and best bidder, for a 17,500 GVW Cab and Chassis Truck with Dump Body and extended warranty, for the Division of Water, Department of Public Utilities.
Section 2. That the expenditure of $45,507.94 or as much thereof as may be needed, is hereby authorized from Water Works Fund 600, Department 60-09, OCA Code 602730, Object Level One 06, Object Level Three 6652, to pay the cost thereof.
Section 3. That for the reasons stated in the preamble hereto which is hereby made a part hereof, this Ordinance is 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.