Explanation
Background: The Transportation Division is responsible for sweeping the City's roadway system. To accomplish this mission the Division requires two (2) three-wheeled street sweepers. These sweepers will replace older units that are beyond their useful service lives and will provide for a more reliable fleet to carry out services provided by the Division.
Bids were advertised in the City Bulletin and were received by the Purchasing Office on July 15, 2004 for Bid SA-001195GRW as follows:
Vendor / Sweeper / Three Unit Cost / Status
The McLean Company / Johnston 3000 / $306,309 / Majority
Jack Doheny Supplies Ohio, Incorporated / Elgin Pelican / $358,062 / Majority
The lowest bidder, the McLean Company, was judged to be non-responsive in that they failed to meet item 1.1 of the specifications that required a forward dumping unit. The requirement for a forward dumping unit is based on operational considerations. Given the close quarters under which sweepers sometimes work the operators and supervisors request a forward dumping unit for safety considerations. The next lowest bidder, Jack Doheny Supplies Ohio, Incorporated, was judged to be the lowest, best, most responsive, and most responsible bidder. Jack Doheny Supplies Ohio, Inc., CC#38-3148955; expires March 21, 2006.
Ordinance 1616-2004 passed by City Council October 18, 2004, authorized the Finance Director to enter into a contract for the purchase of three 3-wheel sweepers from this vendor for $358,062.00 (this was the net cost after the trade-in value of old sweepers was deducted). The Transportation Division would like to establish another purchase order to allow for the purchase of two additional sweepers without trade-ins for $238,708.00. The current prices are still good and the vendor has acknowledged this in writing.
Fiscal Impact: The Transportation Division budgeted $3.17 million in the 2004 Capital Improvements Budget for the purchase of street equipment. Since the bond sale in July 2004, the Transportation Division has been authorized to issue purchase orders for approximately $2.6 million in street equipment. This ordinance authorizes an additional $238,708.00 for the purchase of two additional street sweepers the Transportation Division's 1995, 1999 Voted Streets and Highways Fund.
Emergency action is requested so that the street sweepers can be ordered and delivered within a reasonable time and available for use as soon as possible.
Title
To authorize the Finance Director to establish a purchase order with Jack Doheny Supplies Ohio, Incorporated for the purchase of two 3-wheeled street sweepers for the Transportation Division per bid solicitation SA001195GRW; to authorize the expenditure of $238,708.00 from the 1995, 1999 Voted Streets and Highways Fund, and to declare an emergency. ($238,708.00)
Body
WHEREAS, the Transportation Division is responsible for sweeping along the City's roadway system; and
WHEREAS, a contract exists with Jack Doheny Supplies Ohio, Incorporated, for the purchase of 3-wheel sweepers, and
WHEREAS, Ordinance 1616-2004 passed by City Council October 18, 2004, authorized the Finance Director to enter into a contract for the purchase of three 3-wheel sweepers; and
WHEREAS, the Transportation Division is in need of two additional 3-wheeled sweepers; and
WHEREAS, funds are budgeted and available in the 1995, 1999 Voted Streets and Highways Fund for this expense; and
WHEREAS, an emergency exists in the usual daily operations of the Transportation Division in that it is immediately necessary to purchase two 3-wheeled street sweepers to ensure their availability for use 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 Director be and hereby is authorized to modify and increase the existing contract with Jack Doheny Supplies Ohio, Incorporated, Twinsburg, Ohio 44087 for the purchase of two additional 3-wheeled sweepers in accordance with the specifications on file in the Purchasing Office.
SECTION 2. That the sum of $238,708.00, or so much thereof as may be needed, is hereby authorized to be expended from Fund 704, the 1995, 1999 Voted Streets and Highways Fund, Department No. 59-09, Transportation Division, Object Level One Code 06, Object Level Three Code 6651, OCA Code 644385 and Project 530020.
SECTION 3. 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.