Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for sweeping along the City's roadway system. To accomplish this mission the Division requires eight 4-Wheel Sweepers. These sweepers will replace older units which are beyond their useful service life and will provide for a more reliable fleet to carry out services provided by the Division.
In order to effectively sweep older neighborhoods, the City's downtown and areas that are on the outer reaches of the city, the Division requires a sweeper that is highly versatile. The Challenger sweeper is unique for its combination of four attributes: 1) it has a very tight turning radius, 2) the ability to travel at high speeds, 3) it is capable of dumping directly into a dump truck bed, and 4) it has a dual engine configuration. This last item is most important in that sweepers are high maintenance pieces of equipment.
The sole sweeper on the market capable of meeting all four attributes is the 4-wheel Challenger. McLean Company is the only authorized dealer in central Ohio who can meet the contract requirement that the warranty work be performed in Franklin County or a contiguous county. Therefore, the Purchasing Office recommended that negotiations with McLean Company be used to procure the sweepers, rather than a bid process where only one company would be eligible to bid. During the negotiations, the City was able to procure additional warranty years. The City negotiated the price based on the price paid by other entities in the last year. The negotiated price for a single unit is $166,900.00.
Therefore, the Division of Planning and Operations respectfully requests that City Council waives the competitive bidding provisions of the Columbus City Codes for the reasons stated above.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against The McLean Company.
2. CONTRACT COMPLIANCE INFORMATION
The McLean Company, contract compliance number is 34-0762688 and expires 07/19/12.
3. EMERGENCY DESIGNATION
Emergency action is requested in order to have this equipment on hand at the earliest possible time to service City Streets.
3. FISCAL IMPACT
Funds are budgeted and available for this expenditure from the Streets and Highways G.O. Bonds Fund, no. 704. The cost of this purchase is $1,335,200.00.
Title
To authorize the Finance and Management Director to enter into a contract for the purchase of eight (8) 4-Wheel Sweepers from The McLean Company; to waive the competitive bidding requirements of the Columbus City Codes, 1959; to authorize the expenditure of $1,335,200.00 from the Streets and Highways G.O. Bonds Fund; and to declare an emergency. ($1,335,200.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for sweeping along the City's roadway system, and
WHEREAS, the Division of Planning and Operations is in need of eight 4-Wheel Sweepers, and
WHEREAS, The McLean Company is the sole source supplier that can provide this product and meet the City's requirements for warranty work to be performed in Franklin County or a contiguous county, and
WHEREAS, it is necessary to waive the competitive bidding requirements of Chapter 329.06 of the Columbus City Code for this purchase, and
WHEREAS, funds are budgeted and available in the Streets and Highways G.O. Bonds Fund, no. 704 for this expense; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Planning and Operations, in that it is necessary to provide this equipment to be utilized for City Street Improvement and 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 Finance and Management Director is hereby authorized to enter into contract with The McLean Company, 3155 East 17th Avenue, Columbus, OH 43219 for the purchase of eight 4-Wheel Sweepers in accordance with negotiations performed by the Department of Public Service and the Purchasing Office.
SECTION 2. That funding for this legislation is based on a quote dated August 11, 2011 submitted by The McLean Company, and the quoted price is on file with the Purchasing Office.
SECTION 3. That the sum of $1,335,200.00 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, OCA Code 591246, O.L. 01-03 06-6651, Project Number 530020-100000.
SECTION 4. 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 of Columbus that Section 329.06 relating to formal competitive bidding requirements be waived and hereby waives said section.
SECTION 5. 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 6. 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.