Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Dump Trucks and Live Body Dump Trucks with Fyda Freightliner Columbus Inc. The Departments of Public Utilities and Public Service will be the primary users of Dump Trucks and Live Body Dump Trucks. The term of the proposed option contract would be approximately three (3) years, expiring 12/31/2026 with the option to renew for one (1) additional one (1) year extension. The Purchasing Office opened formal bids on August 30, 2023. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253.
A formal best value proposal (BVP) was solicited for the purchase of Dump Trucks and Live Body Dump Trucks with various options for CDL/Non-CDL, single axle, tandem axle, diesel engines, CNG engines, and snow equipment.
Proposals were evaluated by a five (5) member committee, based upon various criteria including specification conformity, total cost of ownership, past performance, and acquisition costs, resulting in an award recommendation to Fyda Freightliner Columbus Inc.
BID INFORMATION: RFQ025534 was advertised and proposals were opened on August 30, 2023. Two (2) responses were received.
An evaluation committee consisting of two (2) members of Fleet Management, two (2) members of Public Service, and one (1) member of Public Utilities provided technical expertise. Each member of the committee scored and ranked written proposals submitted by the offerors. After evaluating all product proposals, a request for a BAFO (Best and Final Offer) was requested by the top vendor. Upon review and in compliance with Columbus City Code 329, the committee submitted final rankings and was satisfied with awarding one (1) company all Dump Trucks/Live Body Dump Trucks with various options based on best value to the City.
Fyda Freightliner Columbus Inc. received the highest score with 96 total points out of 130 total possible points. Based upon final scores for Fyda Freightliner Columbus Inc. the Committee was satisfied with awarding the offeror all Dump Truck and Live Body Dump Truck, with various options for CDL/Non-CDL, single axle, tandem axle, diesel engines, CNG engines, and snow equipment.
The Purchasing Office is recommending award to the overall most responsive, responsible and best bidder as follows:
Fyda Freightliner Columbus Inc., CC# 004301, expires 4/14/2025, All Items, $1.00
Total Estimated 2024 - 2026 Expenditure: $600,000.00, by multiple City agencies
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.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Dump Trucks and Live Body Dump Trucks with Fyda Freightliner Columbus Inc. and to authorize the expenditure of $1.00 from General Budget Reservation BRPO002253 ($1.00).
Body
WHEREAS, the Dump Trucks and Live Body Dump Trucks UTC will provide for the purchase of Dump Trucks and Live Body Dump Trucks with various options for CDL/Non-CDL, single axle, tandem axle, diesel engines, CNG engines, and snow equipment; and,
WHEREAS, a formal Best Value Procurement (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multiple department committee via Request for Quote RFQ025534 resulting in the recommendation to award to Fyda Freightliner Columbus Inc.; and,
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; 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 option to purchase Dump Trucks and Live Body Dump Trucks in accordance with Request for Quotation RFQ025534 for a term of approximately three (3) years, expiring 12/31/2026, with the option to renew for one (1) additional one (1) year extension, as follows:
Fyda Freightliner Columbus Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253 of this ordinance to pay the cost thereof.
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.