Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for snow and ice removal and for maintaining the City's roadway system. To accomplish this mission the Division requires four single axle dump trucks. These trucks will replace older trucks beyond their useful service lives and will provide for a more reliable fleet to carry out services provided by the Division. This purchase is consistent with the division's fleet replacement program.
In order to expedite delivery and reduce costs, the Division of Planning and Operations, Fleet Management Division and the Purchasing Office, have developed a pilot program for acquiring four single axle dump trucks. The proposed method entails procuring all the necessary parts and components from existing State of Ohio contracts, and then contracting with a local vendor to assemble (up-fit) the complete unit. The Committee has determined that the "test" method for acquiring these units will significantly reduce timelines for delivery of the same. It is estimated that these units could be "in-service" no later than early 1st Quarter FY 2011 for snow removal.
All the main parts and components and the cab and chassis necessary for the building of the single axle dump trucks are available on existing ODOT contracts with the exception of the snow plow which is available on an Ohio Department of Administrative Service Cooperative Contract. All items will be purchased from the appropriate contracts and drop shipped to the qualified up-fitter.
ODOT Contracts for Chassis and Parts/Pieces:
Contract Item Vendor Unit Cost
023-10 Cab and Chassis Miami Valley International Trucks $83,969.00
026-10 Dump Body and Hoist Galion-Godwin Body Company $12,000.00
035-10 Hydraulic System H Y O Inc. dba Pengwyn Hydraulics $10,517.00
030-10 Spreaders System Swenson Spreader Company $2,495.00
034-11 Liquid Brine System VariTech Industries $1,595.00
187-10 Lighting System Parr Public Safety Equipment $1,184.00
Ohio Department of Administrative Service Cooperative Contract
Contract Item Vendor Unit Cost
STS-515 Snow Plow Gledhill Road Machinery $9,449.27
The components required for a completed single unit cost $121,209.27. Total cost for four units is $484,837.08.
The quotations are on file with the Purchasing Office. This purchase has been approved by the Fleet Management Division.
This equipment does offer environmentally preferred fuel options at this time, but examples are already being purchased through the Fleet Management Division utilizing Federal Government grants.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against any of the companies listed above.
2. CONTRACT COMPLIANCE
Miami Valley International Trucks' contract compliance number is 31-1040091 and is pending.
Galion-Godwin Body Company's contract compliance number is 20-0169253 and is pending.
H Y O Inc. dba Pengwyn Hydraulics' contract compliance number is 31-1201883 and expires 11/11/11.
Swenson Spreader Company's contract compliance number is pending.
VariTech Industries contract compliance number is 41-1557096 and expires 10/13/11.
Parr Public Safety Equipment's contract compliance number is 20-1619573 and expires 7/1/11.
Gledhill Road Machinery contract compliance number is 34-4244140 and is pending.
3. FISCAL IMPACT
Funds are available for this expenditure from the Streets and Highways G.O. Bonds Fund, no. 704 and
Remaining City Match Funds from the completed Sullivant-Demorest grant will be transferred from the Grant to the Street and Highway Improvement Fund where it will be expended. The total cost of these purchases is $484,837.08.
4. EMERGENCY
This legislation is requested to be heard as an emergency to ensure that the four single axle dump trucks are available for immediate use.
Title
To authorize the Director of Finance and Management to enter into various contracts for the assembly of four dump trucks, plows and accessories in accordance with Ohio Department of Transportation and State of Ohio contracts for the Division of Planning and Operations; to amend the 2010 CIB; to authorize the transfer of appropriation within the Local Transportation Improvement Fund and cash between the Local Transportation Improvement Fund and the Street and Highway Improvement Fund and within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $484,837.08 from the Street and Highway Improvement Fund and the Streets and Highways G.O. Bonds Fund; and to declare an emergency. ($484,837.08)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system, and
WHEREAS, the purchase of four dump trucks is necessary to replace vehicles that are past their useful service lives to perform the mission of the Division and ensure the safety of the travelling public, and
WHEREAS, City legislation is in process authorizing city agencies to utilize Ohio Department of Transportation contracts, and
WHEREAS, City ordinance 0582-87 authorizes city agencies to utilize state cooperative term contracts, 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, the Division of Planning and Operations wishes to purchase four cab and chassis using Ohio Department of Transportation contract, 023-10 which expires on July 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase four dump body and hoists using Ohio Department of Transportation contract, 026-10 which expires on April 30, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase four hydraulics systems using Ohio Department of Transportation contract, 035-10 which expires on May 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase four spreader systems using Ohio Department of Transportation contract, 030-10 which expires on May 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase four liquid brine systems using Ohio Department of Transportation contract, 034-11 which expires on August 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase four lighting systems using Ohio Department of Transportation contract, 187-10 which expires on August 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase four snow plows using State of Ohio State Term Schedule, STS515 which expires on March 31, 2014, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that the funding should be authorized immediately for the purchase of these vehicles to have them available for the 2011 winter season, 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 is hereby authorized to establish purchase orders for the purchase of equipment for (4) dump trucks as follows:
Miami Valley International Trucks
11775 Highway Drive
Cincinnati, OH 45241
Amount - $335,876.00
For the purchase of four truck cab and chassis
Ohio Department of Transportation contract 023-10 which expires on July 31, 2011.
Funding for this legislation is based on quotes dated June 29, 2010 submitted by Miami Valley International Trucks, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Galion-Godwin Body Company
7415 Peabody Kent Rd
P.O. Box 208
Winesburg, OH 44690
Amount - $48,000.00
For the purchase of four dump body and hoists
Ohio Department of Transportation contract 026-10 which expires on April 30, 2011.
Funding for this legislation is based on quotes dated March 16, 2010 submitted by Galion-Godwin Body Company, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
H Y O Inc. dba Pengwyn Hydraulics
2550 West 5th Avenue
Columbus, OH 43204
Amount - $42,068.00
For the purchase of four hydraulics systems
Ohio Department of Transportation contract 035-10 which expires on May 31, 2011.
Funding for this legislation is based on quotes dated April 27, 2010 submitted by HYO dba Pengwyn Hydraulics, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Swenson Spreader Company
P.O. Box 127
Lindenwood, IL 61049
Amount - $9,980.00
Ohio Department of Transportation contract 030-10 which expires on May 31, 2011.
For the purchase of four spreader systems
Funding for this legislation is based on quotes dated May 27, 2010 submitted by Swenson Spreader Company, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
VariTech Industries
4115 Minnesota St.
PO Box 457
Alexandria, MN 56308
Amount - $6,380.00
Ohio Department of Transportation contract 034-11 which expires on August 31, 2011.
For the purchase of four liquid brine systems
Funding for this legislation is based on quotes dated July 15, 2010 submitted by VariTech Industries, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Parr Public Safety Equipment Inc.
8495 Estates Court
Plain City, OH 43064
Amount - $4,736.00
For the purchase of four lighting systems
Ohio Department of Transportation contract 187-10 which expires on August 31, 2011.
Funding for this legislation is based on quotes dated August 18, 2009 submitted by Parr Public Safety Equipment Inc., and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Gledhill Road Machinery Company
8495 Estates Court
PO Box 567, Galion, OH 44833
Amount - $37,797.08
For the purchase of four snow plows
State of Ohio State Term Schedule Contract, STS515 which expires on March 31, 2011.
Funding for this legislation is based on quotes dated August 9, 2010 submitted by Gledhill Road Machinery Company, and the quoted prices reflect State of Ohio contract pricing, and are on file with the Purchasing Office.
Section 2. That the 2010 Capital Improvement Budget authorized by ordinance 0564-2010 be and is hereby amended due to cancellation of encumbrances as follows:
Fund/Project / Project Name / Current / Change / Amended
704 / 540003-100000 / Computerized Signals / $0.00 (Carryover) / $192,558.00 (Carryover) / $192,558.00 (Carryover)
Section 3. That the 2010 Capital Improvement Budget authorized by ordinance 0564-2010 be and is hereby amended to provide sufficient authority for this project as follows:
Fund / Project / Project Name / Current / Change / Amended
704 / 540003-100000 / Computerized Signals / $192,558.00 (Carryover) / ($101,302.00) (Carryover) / $91,256.00 (Carryover)
704 / 530301-100008 / Bridge Rehabilitation - Sylvan Culvert / $585,496.00 / ($178,978.00) / $406,518.00
704 / 530020-100000 / Street Equipment / $146,230.00 (Carryover) / $101,302.00 (Carryover) / $247,532.00 (Carryover)
704 / 530020-100000 / Street Equipment / $4,068,500.00 / $178,978.00 / $4,247,478.00
766 / 530020-100000 / Street Equipment / $91,123.00 (Carryover) / $204,559.00 (Carryover) / $295,682.00 (Carryover)
Section 4. That the City Auditor be and hereby is authorized to transfer appropriation within Fund 763, the Local Transportation Improvement Project Fund, as follows:
Transfer from:
Fund / Grant# / Grant / O.L. 01 - O.L. 03 Codes / OCA Code / Amount
763 / 560006-100000 / Sullivant Av & Demorest Rd Imps / 06-6600 / 591268 / $204,558.82
Transfer to:
Fund / Grant# / Grant / O.L. 01 - O.L. 03 Codes / OCA Code / Amount
763 / 560006-100000 / Sullivant Av & Demorest Rd Imps / 10-5501 / 591268 / $204,558.82
Section 5. That the City Auditor be and hereby is authorized to transfer cash between the Local Transportation Improvement Fund, No. 763 and the Street and Highway Improvement Fund, No. 766, as follows:
Transfer from:
Fund Grant# / Grant / O.L. 01 - O.L. 03 Codes / OCA Code / Amount
763 / 560006-100000 / Sullivant Av & Demorest Rd Imps / 10-5501 / 591268 / $204,558.82
Transfer to:
Fund / Project# / Project / O.L. 01 - O.L. 03 Codes / OCA Code / Amount
766 / 530020-100000 / Street Equipment / 08/0886 / 766020 / $204,558.82
Section 6. That the sum of $204,558.82 be and hereby is appropriated from the unappropriated balance of Fund 766, the Street and Highway Improvement Fund, and from all monies estimated to come into said funds from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2010 as follows:
Fund / Project# / Project / O.L. 01 - O.L. 03 Codes / OCA Code / Amount
766 / 530020-100000 / Street Equipment / 06-6600 / 766020 / $204,558.82
Section 7. That the City Auditor be and hereby is authorized to transfer cash and appropriation within Fund 704, the Streets and Highways G.O. Bonds Fund, as follows:
Transfer from:
Fund / Project# / Project / O.L. 01 - O.L. 03 Codes / OCA Code / Amount
704 / 530301-100008 / Bridge Rehabilitation - Sylvan Culvert / 06-6600 / 743108 / $178,977.17
704 / 540003-100000 / Computerized Signals / 06-6600 / 591144 / $101,301.09
Total Transfer from: $280,278.26
Transfer to:
Fund / Project# / Project / O.L. 0l - 03 Codes / OCA Code / Amount
704 / 530020-100000 / Street Equipment / 06-6600 / 591246 / $280,278.26
Section 8. That the sum of $484,837.08 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, and the Street and Highway Improvement Fund, No. 766, for the Division of Planning and Operations, Dept./Div. 59-11, as follows:
Fund / Project# / Project / O.L. 0l - 03 Codes / OCA Code / Amount
766 / 530020-100000 / Street Equipment / 06-6652 / 766020 / $204,558.82
704 / 530020-100000 / Street Equipment / 06-6652 / 591246 / $280,278.26
Section 9. 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 10. 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.