Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract with JD Equipment for the purchase of three John Deere Gators for the Division of Power and Water (Water). Gator #1 will be used by the Distribution Maintenance storeroom for transportation of parts to and from numerous buildings/stock yards. Gator #2 will be utilized as a general transport vehicle for support to their storerooms and facility building maintenance. Gator #3 will be equipped with a broom that will help with snow removal and with maintaining the facility public sidewalks.
In support of the City's Green Initiatives, these vehicles incorporate the newest EPA clean air ratings and requirements for engines of this size and displacement. These factors will provide better fuel mileage and emit fewer emissions than the older units they are replacing.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA004144). Eleven (11) vendors (11 MAJ) were solicited and two (2) bids (2 MAJ) were received and opened on October 27, 2011. The lowest bid was received from JD Equipment in the amount of $32,761.88, met specifications and an award is recommended as the lowest responsive, responsible, and best bidder. It should be noted that JD Equipment's quote summary sheet referenced an expiration date of October 29, 2011. JD Equipment clarified by written letter on October 28, 2011 that this expiration date does not apply to their bid. The bid tabulation is attached for your review.
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.
SUPPLIER: JD Equipment, Contract Compliance Number: 31-1058528, expires 02/09/2012. This supplier does not hold MBE/FBE status.
FISCAL IMPACT: $26,500.00 is budgeted and needed for this purchase. Expenditures will be reprioritized to accommodate this expenditure without increasing the existing budget.
$0.00 was expended for gators during 2009.
$7,141.20 was expended for gators during 2010.
Title
To authorize the Director of Finance and Management to enter into a contract with JD Equipment for the purchase of three John Deere Gators for the Division of Power and Water and to authorize the expenditure of $32,761.88 from the Water Operating Fund. ($32,761.88)
Body
WHEREAS, three John Deere Gators are required by the Division of Power and Water for general transport; and
WHEREAS, the Purchasing Office opened formal bids on October 27, 2011 for the purchase of three John Deere Gators for the Division of Power and Water; and
WHEREAS, the Division of Power and Water recommends an award to be made to the lowest, responsive and responsible bidder, JD Equipment; and
WHEREAS, a contract will be issued by the Purchasing Office in accordance with the terms, conditions and specifications of Solicitation Number: SA004144 on file in the Purchasing Office; now, therefore
BE IT ORADINED 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 contract with JD Equipment for the purchase of three John Deere Gators for the Division of Power and Water, in accordance with specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $32,761.88 or so much thereof as may be needed, is hereby authorized from Object Level Three 06, Object level Three 6651, Fund Names and Numbers, Departments, OCA Codes and amounts listed below, to pay the cost thereof.
Dept/Div Fund Name Fund Number OCA Amount
60-09 Water Works Operating 600 602730 $7,542.83
60-09 Water Works Operating 600 602540 $11,800.91
60-09 Water Works Operating 600 602755 $13,418.14
$32,761.88
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.