Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for the maintenance and repair of the City's roadway system. To accomplish this mission the Division requires tow behind rollers. These tow behind rollers will replace units that are beyond their useful service lives and provide for a more reliable fleet to carry out services provided by the Division. This purchase is consistent with the division's fleet replacement program.
Bids were advertised in the City Bulletin for three units and were received by the Purchasing Office on July 15, 2010 for Bid SA-003638 as follows:
Vendor Make Unit Cost Total Cost Status
The McLean Company LeeBoy $47,432.00 $142,296.00 Majority
The only bid received was from the McLean Company and it met specifications as the lowest responsive, responsible bidder.
Ordinance 1426-2010 authorized the expenditure of $142,296.00, and purchase order FL004767 for three units was issued. The Division would like to modify the contract to include the purchase of three additional units. The McLean Company has agreed to maintain its pricing for these three units at the price that was originally bid.
At the time the contract was first bid funding was not available to purchase all 6 units. Funding has since become available and the need exists to replace equipment beyond its serviceable life, the Division would like to increase the number of units being purchased from three to six in total.
During the initial bidding process only one bid was received. After examining the possibility of receiving additional bids from different vendors, or a reduced price from the only bidding vendor, it was determined that it would be in the City's best interest to modify the contract rather than bid the unit a second time.
2. CONTRACT COMPLIANCE INFORMATION
The McLean Company's contract compliance number is 340762688 and expires 7/19/12.
3. FISCAL IMPACT
Funds are available for this expenditure from the Streets and Highways G.O. Bonds Fund, no. 704. The cost of this additional purchase is $142,296.00. The total cost for all six units is $284,592.00.
4. EMERGENCY DESIGNATION
This legislation is requested to be heard as an emergency to ensure that the time period requirement to modify the purchase order is met.
Title
To authorize the Director of Finance and Management to modify an existing contract for the purchase of three additional tow behind rollers from The McLean Company, for the Division of Planning and Operations; to authorize the expenditure of $142,296.00 from the Streets and Highways G.O. Bonds Fund, no. 704; and to declare an emergency. ($142,296.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system, and
WHEREAS, the Division of Planning and Operations is in need of two tow behind rollers, and
WHEREAS, ordinance 1426-2010 authorized the expenditure of $142,296.00 and purchase order FL004767 was issued for three units,
WHEREAS, this purchase order is still open and the division would like to modify it for the purchase of 3 additional units, and
WHEREAS, this purchase has been approved by the Fleet Management Division and this equipment does not offer environmentally preferred fuel options at this time, and
WHEREAS, an emergency exists in the usual daily operations of the Division of Planning and Operations in that it is immediately necessary to modify an existing contract for the purchase of three additional tow behind rollers for the immediate preservation of 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 is hereby authorized to modify an existing contract with The McLean Company, 3155 East 17th Avenue, Columbus, OH, 43219, for the purchase of three additional tow behind rollers in accordance with the specifications on file in the Purchasing Office.
SECTION 2. That the sum of $142,296.00 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, Dept.-Div. 59-11 as follows:
Fund / Project# / Project / O.L. 0l - 03 Codes / OCA Code / Amount
704 / 530020-100000 / Street Equipment / 06-6652 / 591246 / $142,296.00
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
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.