Explanation
BACKGROUND
The Division of Planning and Operations is responsible for the plowing of streets of snow during the winter months for the City. To accomplish this mission the Division requires the purchasing of up to 11 snow plows and salts spreaders for the upcoming winter season.
The Purchasing Office opened formal bids on September 13, 2012 for the purchase of up to eleven (11) snow plows and salt spreaders for the Division of Planning & Operations SA004572 - BI006093. Six bids were received.
The bids were reviewed based on meeting specifications and overall cost proposals. After a review of the bids, the Department of Public Service recommends an award be made to ACE Truck Body, Inc. (FIN #31-0936828) as the lowest, responsive and responsible and best bidder. ACE Truck Body, Inc. took zero exceptions to the specifications.
Even though Pengwyn was the low bidder, they took exception to specifications 3.3.1.6. The specifications stated "the angling rams should be 1 ¾ in x 11 in." The snow plow Pengwyn bid is different from the one specified and does not meet specifications.
The estimated expenditure for this purchase is $151,052.00
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against ACE Truck Body, Inc.
CONTRACT COMPLIANCE INFORMATION
ACE Truck Body, Inc.'s contract compliance number is 31-0936828 and expires 11/09/2012.
EMERGENCY DESIGNATION
Emergency action is requested to make this equipment available at the earliest possible time to meet the needs of the Division of Planning and Operations daily activity. The snow season is approaching and it is important to have this equipment as soon as possible.
FISCAL IMPACT
Funding for this purchase is budgeted within the 2012 C.I.B. The cost of this purchase is estimated at $151,052.00
Title
To authorize the Director of Finance and Management to enter into a contract for the purchase of up to eleven (11) snow plows and salt spreaders from ACE Truck Body, Inc. for the Division of Planning and Operations; and to authorize the expenditure of $151,052.00 from the Streets and Highways G.O. Bonds Fund; and to declare an emergency. ($151,052.00)
Body
WHEREAS, the Division of Planning and Operations is in need of up to eleven (11) snow plows and salt spreaders, and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract, and
WHEREAS, this purchase has been approved by the Fleet Management Division, and
WHEREAS, funds are available in the Streets and Highways G.O. Bonds Fund for this expense; and
WHEREAS, emergency action is requested to make this equipment available for the Division of Planning and Operations at the earliest possible time; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to establish a purchase order with ACE Truck Body Inc., PO Box 459 Grove City, OH 43123, for the purchase of up to eleven (11) snow plows and salt spreaders in accordance with the specifications on file in the Purchasing Office.
SECTION 2. That the sum of $151,052.00 or so much thereof as may be needed is hereby authorized to be expended from Streets and Highways G.O. Bonds Fund, number 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530020-100000 / Street Equipment / 06-6651 / 591246 / $151,052.00
SECTION 3. 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 4. 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 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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.