Explanation
The purpose of this ordinance is to authorize the Director of Finance and Management to enter into a purchase order with Byers Ford for the purchase of 4 one ton pick up 4WD single rear wheel trucks and related items, including two snow plows, for the Division of Power and Water, Watershed Management.
The Purchasing Office opened formal bids on August 21, 2008. Although Tri-County Ford-Mercury Inc. was the lowest responsive bidder they failed to disclose a September 30, 2008 manufacturer ordering cut-off deadline that was required in order to receive their bid price. The next lowest responsive bidder was Graham Ford. This quote was based on the City of Columbus ordering the vehicles on and/or before the above mentioned manufacturer cur-off deadline of September 30, 2008. Due to the fact that the City would not be able to meet this ordering deadline, the discount could not be applied to this purchase. Also, it should be noted that this dealer will be going out of business November 7, 2008 and the City of Columbus will be unable to purchase any future equipment through them. The next lowest responsive bidder was Germain Ford. This quote was also based on ordering the vehicles on and/or before the manufacturer cut-off deadline of September 30, 2008. Germain Ford did not offer an alternate bid for this purchase after the September 30, 2008 ordering cycle. The next lowest responsive bidder was Graham Ford. As mentioned earlier, this dealer is closing on November 7, 2008 and will no longer be conducting business. Therefore Byers Ford, 1599 Columbus Pike, Delaware, Ohio 43015, is the next lowest responsive responsible bidder. We recommend that they be awarded the bid for item one (1), four (4) Diesel Powered, Single Rear Wheel, Four Wheel Drive Pickup Trucks at a price of $31,444.00 each. The award is to include item two (2), two (2) snow plows at a price of $3,902.00 each, and item three (3), four (4) spray on bed liners at a price of $450.00 each. The total award will be for $135,380.00. We do not wish to purchase item number four (4), an extended warranty, at this time. A tabulation of those bids is available on the attached recommendation letter. This purchase has been approved by the Fleet Management Division. They do not have MBE/FBE status.
SUPPLIER: Byers Ford, CC# 31-4139860, expiration date: 05/20/2010.
Fiscal Impact: The Division of Power and Water has allocated $108,000.00 for 4 one ton pick up 4WD single rear wheel trucks and related items, in the 2008 Budget. $27,380.00 in additional funds will be reprioritized to accommodate this expenditure without increasing the existing budget.
Expenditures for trucks in 2006 was $427,594.24
Expenditures for trucks in 2007 was $487,273.44
Title
To authorize the Director of Finance and Management to establish a purchase order with Byers Ford for the purchase of 4 one ton pick up 4WD single rear wheel trucks and related items, for the Division of Power and Water, and to authorize the expenditure of $135,380.00 from the Water System Operating Fund. ($135,380.00)
Body
WHEREAS, the Purchasing Office opened formal bids on August 21, 2008 for the purchase of 4 one ton pick up 4WD single rear wheel trucks and related items, for the Division of Power and Water, Watershed Management, and
WHEREAS, the Division of Power and Water recommends an award to be made to the lowest, responsive, and responsible bidder Byers Ford and,
WHEREAS, it has become necessary to issue a purchase order in accordance with the terms, conditions, and specifications of Solicitation Number: SA002998 on file in the Purchasing Office, 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 be and is hereby authorized to establish a purchase order with Byers Ford for the purchase of 4 one ton pick up 4WD single rear wheel trucks and related items, for the Division of Power and Water, in accordance with specifications on file in the Purchasing Office.
Section 2. That the expenditure of $135,380.00 or so much thereof as may be needed, be and the same hereby is authorized from the Water System Operating Fund, Fund No. 600, OCA 603001, Object Level 1: 06, Object Level 03: 6652.
Section 3. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.