Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Articulating Wheel Loaders with Southeastern Equipment Company, Inc. The Department of Public Utilities is the sole user for Articulating Wheel Loaders. The equipment is used for material handling at the City Compost facility. The term of the proposed option contract would be approximately three (3) years, expiring January 31, 2026, with the option to renew for one (1) additional year. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025.
A formal best value proposal (BVP) solicitation was published for the purchase of Articulating Wheel Loaders.
Proposals were evaluated by a three (3) member committee, based upon various criteria including specification conformity and completeness of response, quality and feasibility, total cost of ownership, past performance and acquisition cost resulting in an award recommendation to Southeastern Equipment Company, Inc.
BID INFORMATION: Request for Quotation RFQ023191 was advertised and proposals were opened November 17, 2022. Three (3) responses were received.
An evaluation committee consisting of three (3) representatives from the Department of Public Utilities. Each member of the committee scored and ranked the proposals. All offers and cost proposals were evaluated in compliance with Columbus City Code 329, the committee submitted final rankings.
Southeastern Equipment Company, Inc. received the highest score, 114.33 out of 130 points. The selected Offeror provides construction equipment and related services.
The request for purchase of Articulating Wheel Loaders used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost.
In accordance with the Committee recommendations, the Purchasing Office recommends the award to:
Southeastern Equipment Company, Inc., CC# 006684, expires 3/3/2024, All Items, $1.00
Total Estimated Annual Expenditure: $500,000, Sole User
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because of the substantial lead-time for this equipment.
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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025. The Department of Public Utilities will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Articulating Wheel Loaders with Southeastern Equipment Company, Inc.; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Department of Public Utilities has an ongoing need to purchase Articulating Wheel Loaders; and,
WHEREAS, a formal request for proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a committee via Request for Quote RFQ023191 resulting in the recommendation to award Southeastern Equipment Company, Inc.; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products and services at low prices, and 2) providing an effective option contract for the Department of Public Utilities to purchase Articulating Wheel Loaders; 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 Finance and Management Director to enter into a Universal Term Contract for the option to purchase Articulating Wheel Loaders due to the substantial lead-time for this 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 Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Articulating Wheel Loaders UTC in accordance with Request for Quotation RFQ023191 for a term of approximately three (3) years, expiring January 31, 2026 with the option to renew for one (1) additional year, as follows:
Southeastern Equipment Company, Inc., All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason 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.