Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a contract for the purchase of an Electronic Fuel Tank Monitoring System, including equipment and subscription to software/cloud-based platform for 110 existing fuel storage tanks, with Benchmark Biodiesel, Inc. The Division of Fleet Management maintains the fuel tanks and is the sole user of the services and materials associated with the Electronic Fuel Tank Monitoring System, which will allow for efficient fuel monitoring and ordering. The term of the proposed contract would be approximately three (3) years, expiring May 31, 2028, with the option to renew for three (3) additional one (1) year terms. This ordinance authorizes funding for the first year of the initial contract term. The Division of Fleet Management will plan for future costs of this contract within its budget and will seek Council approval for such funding, if required by City Code. The original ordinance authorizing this purchase, Ord. 3468-2024, referenced an unrelated universal term contract. Therefore, the entirety of Ordinance 3468-2024 will be repealed and replaced with this ordinance.
A formal best value proposal (BVP) solicitation was published for the purchase of an Electronic Fuel Tank Monitoring System.
Proposals were evaluated by a five (5) member committee, based upon various criteria including specification conformity and completeness of response, total cost of ownership, past performance, quality and feasibility and acquisition cost resulting in an award recommendation to Benchmark Biodiesel, Inc.
BID INFORMATION: Request for Quotation RFQ028229 was advertised and proposals were opened August 15, 2024. Six (6) responses were received.
An evaluation committee consisting of four (4) representatives from the Department of Finance and Management and one (1) from the Department of Technology was established. Each member of the committee scored and ranked the proposals. All offers and cost proposals were evaluated in compliance with Columbus City Codes Chapter 329, and the committee submitted final rankings.
Benchmark Biodiesel, Inc. received the highest score, 85 out of 100 points. The selected Offeror provides Electronic Fuel Tank Monitoring System goods and services.
The request for purchase of the Electronic Fuel Tank Monitoring System used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost.
In accordance with the evaluation committee recommendations, the Purchasing Office recommends the award to:
Benchmark Biodiesel, Inc., CC# 002166, expires 5/24/2025, All Items
EMERGENCY: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance due to volatility of market pricing for goods.
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: Funds are available within the 2025 Fleet Operating fund for this purpose.
Title
To authorize the Director of Finance and Management on behalf of the Fleet Management Division to allow the purchase of an Electronic Fuel Tank Monitoring system, including equipment and subscription to software/cloud-based platform for 110 existing fuel storage tanks; to authorize the expenditure of $74,742.96 for the purchase of an Electronic Fuel Tank Monitoring system, including equipment and the first year subscription to software/cloud-based platform for 110 existing fuel storage tanks from the Fleet Management Operating Fund; to authorize the repeal and replacement of Ordinance 3468-2024; and to declare an emergency. ($74,742.96)
Body
WHEREAS, it is necessary to authorize the Director of Finance and Management to allot and expend $74,742.96 for the purchase of an Electronic Fuel Tank Monitoring system, including equipment and first year subscription to software/cloud-based platform for 110 existing fuel storage tanks with Benchmark Biodiesel Inc; and
WHEREAS, a formal best value proposal (BVP) for a multi-year contract was solicited and evaluated by a committee via Request for Quote RFQ028229 resulting in the recommendation to award Benchmark Biodiesel, Inc.; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products and services at low prices, and 2) providing an effective contract for the Division of Fleet Management to purchase an Electronic Fuel Tank Monitoring System and related services; and
WHEREAS, it is necessary to authorize the repeal and replacement of Ordinance 3468-2024.
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 due to volatility of market pricing for goods in that it is necessary to authorize the Finance and Management Director to immediately enter into a contract for the purchase of an Electronic Fuel Tank Monitoring System due to volatility of market pricing for goods, 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 contract for the purchase of an Electronic Fuel Tank Monitoring System in accordance with Request for Quotation RFQ028229 for a term of approximately three (3) years, expiring May 31, 2028 with the option to renew for three (3) additional one (1) year terms, as follows:
Benchmark Biodiesel, Inc., All Items
SECTION 2. The entirety of Ordinance 3468-2024 is hereby repealed and replaced.
SECTION 3. That the expenditure of $74,742.96, or so much thereof as may be necessary, is authorized from Fund 5200 (Fleet Operating), Department-Division 4505 (Fleet Management), in Object Class 02 (Materials and Supplies), per the accounting codes in the attachment to this ordinance.
See Attached File: Ord. 0849-2025 Legislation Template.xls
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.