Explanation
BACKGROUND: This ordinance authorizes the Director of Finance and Management to contract for the option to purchase Diesel Retrofit / Diesel Oxidation Catalyst (DOC) and Diesel Particulate Filter (DPF) and Hydraulic and Coolant Heaters and Installation for Fleet Management. A DOC is a device with a honeycomb-like structure that oxidizes pollutants in the exhaust stream, thereby reducing harmful emissions. A DPF is a ceramic device that collects the particulate matter in the exhaust stream and breaks it down into less harmful components.
The term of the proposed option contracts would be from the date of execution by the City up to and including January 31, 2011 with the right to extend for two additional one year periods subject to mutual agreement by both parties. The Purchasing Office opened formal bids on February 5, 2009.
These contracts are a result of two projects (Diesel Retrofit and Anti-Idling) that are part of the "Congestion Mitigation and Air Quality (CMAQ) Improvement Program," sponsored by the Mid-Ohio Regional Planning Commission (MORPC). A grant application was submitted to MORPC titled "Columbus Cean Air Fleet Project" and these are two of four interrelated projects proposed in that grant application. The goal of the project is to significantly reduce emissions from heavy-duty diesel vehicles.
Official authorization of the grant award from the Ohio Department of Transportation (ODOT) was received on December 12, 2008 which allowed the City to proceed with bid advertising. Previous legislation (Ordinance No. 1178-2008) authorized the acceptance and appropriation of the CMAQ grant. This grant has a twenty percent (20%) City match required. The City plans to install hydraulic and coolant heaters on approximately forty (40) vehicles, DOCs on approximately seventy (70) vehicles and DPF's on approximately forty (40) vehicles.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003156 Diesel Retrofit / DOC and DPF and Solicitation No.SA003157 Hydraulic and Coolant Heaters and Installation). One hundred (100) bids were solicited and two (2) bids were received for SA003156. One hundred (100) bids were solicited and three bids were received for SA003157.
The Purchasing Office is recommending awards of contracts to the lowest, responsive, responsible and best bidders:
SA003156 Diesel Retrofit / Doc and DPF / W.W. Williams Midwest, Inc. dba W.W. Williams CC#311024851
(Expires 2-05-12)
Total Estimated Annual Expenditure: $475,500.00
SA003157 Hydraulic and Coolant Heaters and Installation / McNeilus Truck & MFG CC#411314526 (Expires 6-12-09)
Total Estimated Annual Expenditure: $108,400.00
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
Emergency Action is requested to allow the City to complete these retrofits as quickly as possible, thereby ensuring better environmental practices and that the grant is not jeopardized due to tardiness.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the Mail, Print Services, and UTC Fund. The ordinance also authorizes the Fleet Management Division to expend $475,500.00 for W.W. Williams and $108,400.00 for McNeilus Truck & Mfg from the General Government Grant Fund and Fleet Services Fund. This is an 80/20 grant, with an estimated total cost for these two projects of $583,900.00, with the 20% City match required totaling $116,780.00. The Fleet Management resources that will be dedicated to managing/implementing this grant are included in the Division's 2009 and 2010 operating budgets, and are expected to be recouped through internal billing of the City agencies requiring these retrofits.
Title
To authorize the Finance and Management Director to enter into one (1) contract for the option to purchase Diesel Retrofit parts from W.W. Williams Midwest, Inc. dba W.W. Williams and one (1) contract for the option to purchase Coolant and Hydraulic Heaters and Installation from McNeilus Truck & MFG; to authorize the expenditure and appropriation of two (2) dollars to establish the contracts from the Mail, Print Services, and UTC Fund; to authorize the transfer and expenditure of $583,900.00 from the General Government Grant Fund and the Fleet Services Fund; and to declare an emergency. ($583,902.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for Diesel Retrofit / DOC and DPF and Hydraulic and Coolant Heaters and Installation on February 5, 2009 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objective of (1) maximizing the use of City resources by obtaining optimal products/services at low prices; (2) encouraging economic development by improving access to City bid opportunities; and (3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, it is necessary for the Fleet Management Division to expend money from the General Government Grant Fund and Fleet Services Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to enter into contracts for an option to purchase Diesel Retrofit / DOC and DPF and Hydraulic and Coolant Heaters and Installation, so that the City may complete these retrofits as quickly as possible, thereby ensuring better environmental practices and ensuring that the grant is not jeopardized due to tardiness, 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 is hereby authorized to enter into the following contracts for an option to purchase Diesel Retrofit / DOC and DPF in accordance with SA003156 and Hydraulic and Coolant Heaters and Installation in accordance with SA003157 from the date of execution by the City up to and including January 31, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties:
SA003156 Diesel Retrofit / DOC and DPF / W.W. Williams Midwest, Inc. dba W.W. Williams, All Items: Amount: $1.00
SA003157 Hydraulic and Coolant Heaters and Installation / McNeilus Truck & MFG, All Items: Amount: $1.00
SECTION 2. That the expenditure and appropriation of $2.00 is hereby authorized from the Purchasing Mail, Print Services, and UTC Fund as follows: Dept/Div.: 45-01, Fund: 05-517, Object Level 3: 2140, OCA: 451130, to pay the cost thereof.
SECTION 3. That the City Auditor is hereby authorized and directed to transfer appropriation in the amount of $467,120.00 from Object Level 03: 02 to Object Level 03: 03 within the General Government Grant Fund, Fund No. 220,Division 45-05, OCA 458086, Grant Number 458086.
SECTION 4. That the expenditure of $583,900.00, or so much as may be necessary, is hereby authorized from the General Government Grant Fund and Fleet Services Fund as follows:
Dept/Div: 45-05
Fund: 220
Object Level 3: 03
Object Level 3: 3373
OCA:458086
Grant Number: 458086
Amount: $467,120.00
Dept/Div: 45-05
Fund: 513
Object Level 3: 03
Object Level 3: 3373
OCA: 451271
Amount: $116,780.00
SECTION 5. That for the reason stated in the preamble here to, 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.