Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into contract and issue purchase orders as needed with The McLean Company for the purchase of two asphalt smooth drum rollers. This purchase will be made for the Department of Public Service, Division of Infrastructure Management.
The Division of Infrastructure Management will use the equipment for the pothole patching program to improve the roadways throughout the City of Columbus. The City of Columbus, Fleet Management Division, approved the purchase of this equipment to replace equipment that has reached the end of its useful life.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (Solicitation RFQ021787) through Vendor Services. The City received three bids for the asphalt smooth drum rollers on June 2, 2022, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
The McLean Company $168,740.00 Columbus, OH Majority
Southeastern Equipment Company $135,200.00 Dublin, OH Majority
Tarazi LLC $318,001.00 Hilliard, OH Majority
The lowest bidder for the asphalt smooth drum rollers, Southeastern Equipment Company, was unresponsive because the bidder did not meet the following specs: the rear drum shall be oscillation at minimum of 1,800 VPM, and the rear drum shall have a minimum oscillation force of 9,000 lbs.
The award is to be made to The McLean Company as the lowest responsive and responsible and best bidder for all lines of its bid of $168,740.00.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against The McLean Company.
2. CONTRACT COMPLIANCE
The contract compliance number for The McLean Company is CC006445 and expires on 3/21/2024.
3. FISCAL IMPACT
Funds are available and appropriated for these purchases within the Municipal Motor Vehicle Tax Fund, Fund 2266.
4. EMERGENCY DESIGNATION
The department requests emergency designation so this equipment can be put into service as quickly as possible to prevent interruption to, or disruption of, the City’s street sweeping and snow and ice control program.
Title
To authorize the Director of Finance and Management to enter into contracts with The McLean Company for the purchase of two asphalt smooth drum rollers; to authorize the expenditure of up to $168,740.00 from the Municipal Motor Vehicle Tax Fund to purchase the equipment; and to declare an emergency. ($168,740.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, needs to purchase two asphalt smooth drum rollers for pothole patching on the roadways throughout the City of Columbus; and
WHEREAS, this purchase has been approved by the City’s Fleet Management Division; and
WHEREAS, the Purchasing Office received formal bids on June 2, 2022, for two asphalt smooth drum rollers for the Division of Infrastructure Management; and
WHEREAS, The McLean Company submitted a bid in the amount of $168,740.00 for two asphalt smooth drum rollers and is the lowest responsive and responsible and best bidder; and
WHEREAS, it has become necessary in the usual daily operation in the Department of Public Service to authorize the Director of Finance and Management to enter into contracts with and to issue purchase orders to The McLean Company in accordance with the terms, conditions, and specifications of Solicitation Number RFQ021787 on file in the Purchasing Office; and
WHEREAS, it is necessary to expend funds to pay for the equipment; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Finance and Management Director to enter into contracts with The McLean Company, so this equipment can be put into service as quickly as possible to prevent interruption to, or disruption of, the pothole patching program, 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 Director of Finance and Management be and is hereby authorized to establish contracts with and issue purchase orders to The McLean Company for the purchase of two asphalt smooth drum rollers.
SECTION 2. That the expenditure of $168,740.00, or so much thereof as may be needed, is hereby authorized in Fund 2266 (Municipal Motor Vehicle Tax Fund), Dept-Div 5911 (Infrastructure Management), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.