Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract with Century Equipment for the purchase of 3 GEM two-passenger Electric Utility Vehicles for use by the Fleet Management Division, Facilities Division, and Parking Violation Bureau (PVB). The Purchasing Office originally conducted a Request for Information (RFI) to identify the base minimum standards and options that would best suit the City's needs (SA004496 opened 7/13/12). Fleet Management used the information obtained through that process to draft specifications. The Purchasing Office opened formal bids on February 7, 2013. The City advertised and solicited competitive bids in accordance with Section 329.06, Solicitation No. SA004761. Forty-two (42) bids were solicited: (M1A-0, F1-0, MBR-1). Two bids were received. The specifications required a vehicle with a 72 volt system powered by 9 8-volt maintenance-free gel batteries. The low bidder bid a 48 volt system of 8 6-volt high Capacity lead acid batteries, which did not meet the minimum specifications. The second bidder, Century Equipment, met all specifications but made an extension error when completing their proposal page. The Fleet Management Division requested the Purchasing Office reject both bids and negotiate with the bidder that met all specifications on an informal basis. It is recommended that the City waive the competitive bidding procedure to allow for award to Century Equipment.
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.
SUPPLIER: Century Equipment, contract compliance 34-4478146 expires 10/01/2014. This supplier does not hold MBE/FBE status.
EMERGENCY ACTION is requested to allow the purchase of the three electric vehicles for the (1) Fleet Division (1) Facilities, and (1) PVB so that it will be available to remove gasoline vehicles from operation and replace with electric vehicle to further the mayors green action plan.
FISCAL IMPACT: A total of $48,057.00 will be spent from the Special Income Tax Fund 430. This ordinance authorizes the appropriation and expenditure of $48,057.00 from the Special Income Tax Fund.
Title
To authorize the Finance and Management Director to enter a contract with Century Equipment for the purchase of GEM Electric Utility Vehicles for the Division of Fleet Management; to waive the formal competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $48,057.00 from the Special Income Tax Fund 430; and to declare an emergency ($48,057.00).
Body
WHEREAS, Fleet has targeted 2 light duty gasoline vehicles that shall be eliminated from service and replaced with these all electric vehicles, thereby reducing our petroleum consumption in accordance with the Mayor's Green Fleet Action Plan.; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 7, 2013 for the purchase of Electric Utility Vehicles; and
WHEREAS, the Fleet Management Division recommends an award be made to the lowest, responsive and responsible bidder that met all specifications, Century Equipment; and,
WHEREAS, it is necessary to waive bidding requirements in order to accept the bid that met all specifications due to an extension error on their proposal page; and
WHEREAS, a contract will be issued by the Purchasing Office in accordance with the terms, condition and specification of Solicitation Number SA004761 on file in the Purchasing Office; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to purchase the three GEM Electric Vehicles so that it will be ready for deployment as soon as possible, 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 Finance and Management Director be and is hereby authorized to enter into a contract with Century Equipment for the purchase of GEM Electric Utility Vehicles for the Fleet Management Division in accordance with specifications on file in the Purchasing Office.
Section 2. That the City Auditor is authorized to appropriate $48,057.00 within the Special Income Tax Fund as follows:
Department: 45-05
Fund: 430
OCA: 454301
Obj Level 01: 06
Obj Level 03: 6650
Amount: $48,057.00
Section 3. That the expenditure of $48,057.00, or so much thereof as may be necessary, in regard to the action authorized in Section 2, be and is hereby authorized from the Special Income Tax Fund 430 as follows:
Department: 45-05
Fund: 430
OCA: 454301
Obj Level 01: 06
Obj Level 03: 6650
Amount: $48,057.00
SECTION 4. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
Section 5. 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.