Explanation
1. BACKGROUND
To authorize the Director of Finance and Management to enter into a contract through the City’s IFB process with The Safety Company, LLC for the purchase of a TV and Cutter Truck for $507,000.00.
This truck will be used by Sewer Maintenance Operation Center crews for viewing and cutting inside underground pipes throughout the City. This truck was included in the 2025 capital budget plan. This purchase has been approved by the Division of Fleet Management.
The Purchasing Office advertised and solicited competitive bids for the TV and Cutter Truck in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ031223). Seventy bidders were solicited and four bids were received and opened on October 9, 2025.
Name Bid Amount________City/State Status
BEC Enterprises, LLC $424,989.91 Evansville, IN MAJ
The Safety Company, LLC $507,000.00 West Jefferson, OH MAJ
C&S Solutions, Inc. $525,000.00 Harrison, OH MAJ
Best Equipment Company $579,484.75 Indianapolis, IN MAJ
The apparent low bidder, BEC Enterprises did not meet all specifications, therefore, The Safety Company, LLC’s bid was evaluated and deemed the lowest, best, most responsive bid.
2. CONTRACT COMPLIANCE
The Safety Company, LLC’s contract compliance number is 002197 and expired 9/16/24.
The certification of The Safety Company, LLC is not in good standing at the time of the contract award due to expired contract compliance. Contract compliance will need to be renewed before a contract can be issued.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
3. FISCAL IMPACT
The 2025 Capital Improvement Budget will need to be amended to align budget authority with the proper project. A transfer of cash and appropriation between projects within the Sanitary Bond Fund, Fund 6109, is needed to align cash and appropriation with the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested to finalize the contracts for this equipment as soon as possible because of the current volatile pricing and long lead times for this type of purchase, as a delay in finalizing the contracts will result in expired quotes and an increase in the price of the equipment.
Title
To authorize the Director of Finance and Management to establish a contract with The Safety Company, LLC for the purchase of a TV and Cutter Truck for the Department of Public Utilities; to amend the 2025 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Sanitary Bond Fund; to authorize the expenditure of up to $507,000.00 from the Sanitary Bond Fund to pay for this purchase; and to declare an emergency. ($507,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for a TV and Cutter Truck to be used for viewing and cutting inside underground pipes throughout the City; and
WHEREAS, the Purchasing Office opened formal bids on October 9, 2025 for the purchase of a TV and Cutter Truck; and
WHEREAS, the Department of Public Utilities, Division of Sewerage and Drainage, recommends an award be made to the lowest, responsive, responsible and best bidder, The Safety Company, LLC; and
WHEREAS, an amendment to the 2025 Capital Improvement Budget is necessary to align budget authority with the proper project; and
WHEREAS, a transfer of cash and appropriation within the Sanitary Bond Fund, Fund 6109, is needed to align cash and appropriation with the proper project; and
WHEREAS, it is necessary to authorize an expenditure of up to $507,000.00 within the Sanitary Bond Fund, Fund 6109, to purchase the equipment; and
WHEREAS, the Director of Finance and Management will need to enter into a contract with The Safety Company, LLC in accordance with the terms, conditions and specifications of Solicitation Number RFQ031223 on file in the Purchasing Office to make this purchase on behalf of the Department of Public Utilities; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director of Finance and Management to finalize the contract for this equipment as soon as possible because of the current volatile pricing and long lead times for this type of purchase, as a delay in finalizing the contract will result in expired quotes and an increase in the price of the equipment, 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 is hereby authorized to establish a contract with The Safety Company, LLC for the purchase of a TV and Cutter Truck in accordance with the terms, conditions and specifications of Solicitation Number RFQ031223 on file in the Purchasing Office.
SECTION 2. That the 2025 Capital Improvement Budget authorized by Ordinance 1790-2025 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6109 / 650999-100000 / DOSD Specialized Vehicle/Equipment (Voted Sanitary Carryover) / $508,158.00 / $1,158.00 / ($507,000.00)
6109 / 650903-100000 / Fleet Purchases (Voted Sanitary Carryover) / $1,018,898.00 / $507,000.00 / $1,525,898.00
SECTION 3. That the transfer of $507,000.00, or so much thereof as may be needed, is authorized between projects in the Sanitary Bond fund, Fund 6109, per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $507,000.00 or as much thereof as may be needed is hereby authorized in the Sanitary Bond Fund, Fund 6109, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. 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.