City of Columbus - File #: 0966-2006

• File #: 0966-2006
• Version: 2
• Type: Ordinance
• Status: Passed
• File created: 5/17/2006
• In control: Utilities Committee
• On agenda: 6/19/2006
• Final action: 6/23/2006
• Title: To authorize the Finance and Management Director to modify and increase an existing contract with ESEC Corporation dba Columbus Peterbilt for the purchase of an additional roll-off container collection truck for the Refuse Collection Division; to waive the formal competitive bidding requirements of the City Code; to authorize the expenditure of $131,747.00 from the 1995, 1999, 2004 Voted Refuse Collection Fund. and to declare an emergency. ($131,747.00)

Date	Ver.	Action By	Action	Result
6/23/2006	2	CITY CLERK	Attest
6/22/2006	2	MAYOR	Signed
6/19/2006	1	Columbus City Council	Amended as submitted to the Clerk	Pass
6/19/2006	2	Columbus City Council	Approved as Amended	Pass
6/19/2006	1	Columbus City Council	Waive the 2nd Reading	Pass
6/19/2006	2	COUNCIL PRESIDENT PRO-TEM	Signed
6/7/2006	1	CITY ATTORNEY	Reviewed and Approved
6/7/2006	1	SERVICE DIRECTOR	Sent to Clerk's Office for Council
6/6/2006	1	EBOCO Reviewer	Reviewed and Approved
6/6/2006	1	ODI DIRECTOR	Reviewed and Approved
6/6/2006	1	SERVICE DIRECTOR	Reviewed and Approved
6/5/2006	1	Finance Reviewer	Reviewed and Approved
6/5/2006	1	FINANCE DIRECTOR	Reviewed and Approved
6/5/2006	1	SERVICE DIRECTOR	Reviewed and Approved
6/5/2006	1	Auditor Reviewer	Reviewed and Approved
6/5/2006	1	CITY AUDITOR	Reviewed and Approved
6/5/2006	1	SERVICE DIRECTOR	Reviewed and Approved
6/2/2006	1	SERVICE DIRECTOR	Reviewed and Approved
6/1/2006	1	Finance - Purchasing Reviewer	Reviewed and Approved
5/31/2006	1	SERVICE DIRECTOR	Reviewed and Approved
5/24/2006	1	Service Drafter	Sent for Approval
5/23/2006	1	Service Drafter	Sent for Approval
5/17/2006	1	Service Drafter	Sent for Approval

Explanation

Roll-off container collection vehicles are an integral part of the Refuse Collection Division's mechanized collection system.  Formal competitive bids were solicited and opened by the Purchasing Office on August 18, 2005 for solicitation #SA001714GRW.  Bids were received from seven (7) different vendors (some vendors bid different combinations of cabs and chassis and bodies).  Ordinance 1767-2005 passed by City Council December 12, 2005, authorized the purchase of two (2) roll-off container collection trucks from ESEC Corporation dba Columbus Peterbilt as the lowest, best, most responsive and most responsible vendor that submitted bids to replace two aging, high maintenance vehicles at a cost of $263,494.00.  The trucks were purchased with engine warmers that improve vehicle start up during periods of extreme cold temperatures.  This minimizes the need for extended idling periods, thus reducing fuel consumption. 

The Refuse Collection Division now desires to purchase another such vehicle.  Section 1.1 of the contract indicates that the "City of Columbus reserves the right to purchase up to the maximum quantity shown on the proposal page up to six (6) months from the bid opening date".  This six month window of opportunity expired February 18, 2006; however, the vendor is willing to hold its pricing and terms and conditions relative to the purchase of an additional unit.  It is anticipated that by avoiding the re-bidding of this truck at this time the division is saving a minimum of  $8,000.00 in imminent manufacturer price increases needed to comply with new U.S. Environmental Protection Agency's regulations.  These new regulations were issued to affect "clean diesel" improvments, but many manufacturers are appealing the regulations due to the amount of time required to comply.  Therefore it is likely that some manufacturers will not bid due to the uncertainty of the  regulations.  Accordingly this ordinance waives the City's formal competitive bidding requirements.

ESEC Corporation dba Columbus Peterbilt's -  Contract Compliance # 34-1285858;  expires September 17, 2006.

Fiscal Impact:  The Refuse Collection Division's 2005 Capital Improvement Budget has the wherewithal to accommodate this $131,747.00 expense.  The 1995, 1999, 2004 Voted Refuse Collection Fund presently has $793,010.65 in unencumbered cash within the Mechanized Collection System project that is intended for environmental mitigation at the Alum Creek Drive transfer station.  The mitigation work is not expected to get underway in earnest for some months which makes the temporary use of some this money to purchase this truck practical and prudent.  Mitigation expenses will be funded from a Special Income Tax certification or a future bond sale. 

Emergency action is requested to expedite the receipt of this new truck that has a very long delivery lead-time.

Title

To authorize the Finance and Management Director to modify and increase an existing contract with ESEC Corporation dba Columbus Peterbilt for the purchase of an additional roll-off container collection truck for the Refuse Collection Division; to waive the formal competitive bidding requirements of the City Code; to authorize the expenditure of $131,747.00 from the 1995, 1999, 2004 Voted Refuse Collection Fund. and to declare an emergency.  ($131,747.00)

Body

WHEREAS, the Purchasing Office solicited formal competitive bids to acquire roll-off container trucks on behalf of the Refuse Collection Division; and

WHEREAS, bids received for solicitation #SA001714GRW were opened on August 18, 2005; and

WHEREAS, the purchase of two of these vehicles was authorized by Ordinance 1767-2005 passed by City Council December 12, 2005; and

WHEREAS, the division desires to purchase another such truck at this time; and

WHEREAS, the Refuse Collection Division's 2005 Capital Improvement Budget has the wherewithal to accommodate this $131,747.00 expense; and

WHEREAS, the vendor has agreed to hold its pricing and terms and conditions relative to the purchase of an additional unit; and

WHEREAS, it is necessary to waive the City's formal competitive bidding requirements;  now, therefore and

WHEREAS, an emergency exists in the usual daily operation of the Refuse Collection Division, Public Service Department, in that it is immediately necessary to modify and increase this contract for the purchase of this vehicle to assure its timely delivery, 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 and Management Director be and hereby is authorized to modify and increase contract FL002940 with ESEC Corporation dba Columbus Peterbilt for the purchase of one (1) additional roll-off container refuse collection truck for the Refuse Collection Division.

SECTION 2.   That in accordance with Section 329.27 of the Columbus City Code, City Council has determined that it is in the best interest of the City that Section 329.06 - formal competitive bidding requirements be waived.

SECTION 3.  That the expenditure of $131,747.00, or so much thereof as may be needed, be and hereby is authorized from Fund 703, the 1995, 1999, 2004 Voted Refuse Collection Fund, Department No. 59-02, Refuse Collection Division, Object Level One Code 06, Object Level Three Code 6652, OCA Code 644419 and Project 520001 to pay the cost thereof.

SECTION 4.  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.  That this ordinance shall take effect and be in force from and after the earliest period allowed by law.