Explanation
November 4, 2004 04-079-600
BACKGROUND: The Purchasing Office received and opened bid number SA001319 for two Heavy Duty Cab and Chassis with 12 foot stake body trucks on October 28, 2004. These trucks are for use to transport various equipment to job sites as needed for the Division of Water. Twelve bids were received and the Purchasing Office deemed ten of them complete. The bid from White-Allen Chevrolet was non-responsive having changed the City's terms and conditions of payment to Title for Payment. The bid from FYDA Freightliner was non-responsive for having changed the terms and conditions of payment to Payment Due at Delivery.
The low bid was that of Haydocy Pontiac GMC Truck, Inc., 3895 West Broad Street, Columbus, Ohio 43228, was the lowest, responsive, responsible and best bidder. We are recommending they be awarded the bid for Item #1, two each 2005 model Topkick TC4Co42 with stake body by Kaffenbarger at a price of $39,727.00 each. The award is to include Item #2, an extended warranty (60 month/100,000 miles) on each unit at a price of $1,140.00 each and Item #4, one diagnostic computer and equipment, at the price of $4,695.08 The total award will be for $86,429.08. The Contract Compliance Number for Haydocy Pontiac GMC Truck, Inc. is 31-4398091. They do not have MBE/FBE status.
It is requested that the Ordinance be handled in an emergency manner, for this year's funding and to avoid an increase in cost after the beginning of 2005.
FISCAL IMPACT: The Division of Water has allocated $110,000.00 for the two Heavy Duty Cab and Chassis with 12 foot stake body trucks in the 2004 Budget. There have been no expenditures for this type of item in the last two years.
Title
To authorize the Finance Director to enter into a contract with Haydocy Pontiac GMC Truck, Inc., for two Heavy Duty Cab and Chassis with 12 foot stake body trucks with extended warranties and one diagnostic computer and equipment, for the Division of Water, and to authorize the expenditure of $86,429.08 from Water Systems Operating Fund, and to declare an emergency. ($86,429.08)
Body
WHEREAS, the Purchasing Office did receive and open bid number SA001319 for the purchase of two Heavy Duty Cab and Chassis with 12 foot stake body trucks on October 28, 2004, and
WHEREAS, twelve bids were received, but two were deemed non-responsive, because they changed the terms and conditions of payment, and
WHEREAS, the first vendor, Haydocy Pontiac GMC Truck, Inc., met or exceeded all of our specifications, therefore, we are recommending award of this contract go to Haydocy Pontiac GMC Truck, Inc., as the lowest responsive, responsible, and best bidder to meet specifications, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Finance Director to enter into a contract with Haydocy Pontiac GMC Truck, Inc., for two Heavy Duty Cab and Chassis with 12 foot stake body trucks with extended warranties and one diagnostic computer and equipment, needed by the Distribution activity and the Dublin Road Water Plant, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance Director be and is hereby authorized to enter into a contract with Haydocy Pontiac GMC Truck, Inc., as the lowest responsive, responsible, and best bidder, for two Heavy Duty Cab and Chassis with 12 foot stake body trucks with extended warranties and one diagnostic computer and equipment, for the Division of Water, Department of Public Utilities.
Section 2. That the expenditure of $86,429.08 or as much thereof as may be needed, is hereby authorized from Water Works Fund 600, Department 60-09, Object Level One 06, Object Level Three 6652, OCA Codes and amounts listed below, to pay the cost thereof.
OCA
Code Amount
602730 $45,562.08
602425 $40,867.00
Section 3. That for the reasons stated in the preamble hereto which is hereby made a part hereof, this Ordinance is 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.