Explanation
1. BACKGROUND
The Division of Infrastructure Management utilizes various equipment for projects throughout the City of Columbus. This equipment will replace units that are beyond their useful service life and provide for more reliable equipment to carry out services provided by the Division. These purchases are consistent with the division's replacement program.
The following equipment will be purchased through State of Ohio State Term Schedule contracts (STS). These contracts were not bid but negotiated by the State of Ohio; this has been determined to be the most cost-effective method of obtaining the needed equipment.
- Two (2) CAT 12M3 Motor Graders
Caterpillar Inc.
3993 East Royalton Rd.
Broadview Heights, OH 44147Contract No.: 800055
Index No.: STS515
Expiration: 10/31/2016
Total Cost: $519,426.00
- One (1) LeeBoy 3000C Force Feed Loader
McLean Co.
3155 E 17th Ave.
Columbus, OH 43219
Contract No.: 800408
Index No.: STS515
Expiration: 1/31/2019
Unit Cost: $259,504.00
The following equipment will be purchased through bid waiver. The City of Columbus has advertised bids for this piece of equipment twice and no vendors have submitted a completed bid. It has been determined it is in the best interest in the City to waive bidding provisions of City Code Chapter 329 to establish a contract:
- One (1) Material Dump Trailer
Interstate Truckway Inc.
Interstate Trailer & Equipment
5440 Renner Road
Columbus, Ohio 43228
Unit Cost: $62,950.00
Estimated total cost of the equipment will be $841,880.00
2. FISCAL IMPACT
Funds for this expenditure are budgeted in the 2016 CIB, Fund 7704 and the Street, Construction, Maintenance and Repair Fund, Fund 2265.
3. EMERGENCY DESIGNATION
Emergency action is requested to ensure equipment is received as soon as possible so that it can replace units that are beyond their useful life.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Public Service, Division of Infrastructure Management, to establish purchase orders for multiple pieces of equipment from existing Cooperative State of Ohio Term Contracts established for such purpose by the State of Ohio; to waive the competitive bidding provisions of City Code Chapter 329; to authorize the expenditure of $346,880.00 from the Street and Highway Bond Fund; to authorize the expenditure of $495,000.00 from the Street, Construction, Maintenance and Repair Fund and to declare an emergency. ($841,880.00)
Body
WHEREAS, the Division of Infrastructure Management is responsible for street maintenance throughout the City, and
WHEREAS, the Division of Infrastructure Management is in need of equipment to carryout services to the citizens of Columbus, and
WHEREAS, Ordinance Number 582-87 authorized City agencies to use State of Ohio Department of Administrative Services contracts when deemed cost effective, and
WHEREAS, these equipment purchases have been approved by the Fleet Management Division and Purchasing Division, and
WHEREAS, funds are available in the Street and Highway Bond Fund and the Street, Construction, Maintenance & Repair Fund for this expense, and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 for these purchases; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Infrastructure Management, in that it is immediately necessary to authorize the Director of Finance and Management to purchase equipment to ensure it is received as soon as possible, 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 separate purchase orders for the following equipment:
Two (2) CAT 12M3 Motor Graders
Caterpillar Inc.
3993 East Royalton Rd.
Broadview Heights, OH 44147
Contract No.: 800055
Index No.: STS515
Expiration: 10/31/2016
Total Cost: $519,426.00
One (1) LeeBoy 3000C Force Feed Loader
McLean Co.
3155 E 17th Ave.
Columbus, OH 43219
Contract No.: 800408
Index No.: STS515
Expiration: 1/31/2019
Unit Cost: $259,504.00
One (1) Material Dump Trailer
Interstate Truckway Inc.
Interstate Trailer & Equipment
5440 Renner Road
Columbus, Ohio 43228
Unit Cost: $62,950.00
SECTION 2. That the sum of $841,880.00 or so much thereof as may be needed is hereby authorized to be expended per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds it in the City’s best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329.
SECTION 4. 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 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 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 7. 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 10 days after its passage if the Mayor neither approves nor vetoes the same.