Explanation
1. BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into a contract on behalf of the Department of Public Service with The Lion Electric Corp. for one Electric Powered Automated Side Loading Refuse Truck.
The United States Department of Energy (DOE) Vehicle Technologies Office selected Clean Fuels Ohio to receive a grant award as part of the 2020 Advanced Vehicle Technologies Research Funding Opportunity. Clean Fuels Ohio sought funding to support its Zero Emission Freight Future Project, which is designed to prove viability and operational and financial effectiveness of med-heavy duty Electric Vehicles (EVs) in new fleets and communities.
Clean Fuels Ohio, in turn, has named the City of Columbus, Department of Public Service, Division of Refuse Collection as a sub-recipient for the Zero Emission Freight Future Project, and has provided to the City a reimbursement grant whereby the City must provide funding to cover expenses as they are incurred and subsequently will be reimbursed for up to 50% of eligible expenses. Pursuant to the proposed Sub-Recipient Agreement, the City will be reimbursed a maximum of $500,000 over the three year grant period. The Department of Public Service will provide documentation for these expenses to Clean Fuels Ohio, who will then reimburse the City for eligible expenses.
The Department of Finance and Management, on behalf of the Department of Public Service, solicited a Best Value Procurement bid for one Electric Powered Automated Side Loading Refuse Truck.
This Request for Proposal was formally advertised on the Vendor Services website. On August 26, 2021 the city received two responses as listed below. Both proposals were deemed responsive and were fully evaluated by the Evaluation Committee:
|
Bidder/Consultant |
City |
FBE/MBE |
|
The Lion Electric Corp. |
Quebec |
Majority |
|
Columbus Truck Center |
Columbus |
Majority |
|
|
|
|
An evaluation committee consisting of two (2) representatives from the Department of Public Service and one (1) from Division of Fleet Management that provide technical expertise. Each member of the committee scored and ranked written proposals submitted by the offerors. Both offerors were invited to make oral presentations and then submitted pricing. After evaluating all offers and viewing two presentations, in compliance with Columbus City Code 329, the committee submitted final rankings.
The Lion Electric Corp. received the highest score of 80.67 of 100 points possible. Columbus Truck Center received a score of 76.67 of 100 points possible.
In accordance with the Committee recommendations, the Purchasing Office recommends the award of the contract as follows:
The contract award will go to The Lion Electric Corporation.
2. CONTRACT COMPLIANCE
The contract compliance number for The Lion Electric Corp. is CC035805 and expires May 17, 2023.
3. FISCAL IMPACT
This is a reimbursable budgeted expense of $250,000.00 for this purchase within Fund 2220 (General Government Grant Fund), Grant #592116 (Zero Emissions Freight Future Project). The grant funds need to be appropriated. The City is responsible for contributing a local share amount of $328,659.90. These funds are available within the Refuse GO Bond Fund, Fund 7703. It is necessary to amend the 2021 Capital Improvement Budget within Fund 7703 to align budget authority with the proper project for this expenditure. These local match funds are appropriated.
4. EMERGENCY DESIGNATION
Emergency action is requested due to the long lead-time required for the truck to be built and delivered, allowing it to be available for refuse collection as soon as possible.
Title
To amend the 2021 Capital Improvement Budget; to authorize the appropriation of $250,000.00 within the General Government Grant Fund; to authorize the Director of Finance and Management to enter into a contract on behalf of the Department of Public Service with The Lion Electric Corporation. for one Electric Powered Automated Side Loading Refuse Truck; to authorize the expenditure of up to$250,000.00 from the General Government Grant Fund and up to $328,659.90 from the Refuse GO Bond Fund, and to declare an emergency. ($578,659.90)
Body
WHEREAS, the Department of Public Service, Division of Refuse Collection, has a need for an electric powered automated side loading refuse truck; and
WHEREAS, proposals were solicited for the truck; and
WHEREAS, the proposal from The Lion Electric Corporation received the highest score from the evaluation committee; and
WHEREAS, the Finance and Management Department and the Division of Refuse Collection desire to enter into a contract with The Lion Electric Corporation for one Electric Powered Automated Side Loading Refuse Truck; and
WHEREAS, the 2021 Capital Improvement Budget needs to be amended to align budget authority with the proper project; and
WHEREAS, funds need to be appropriated within the General Government Grant Fund for this purchase; and
WHEREAS, it is necessary to authorize the expenditure of funds within the Refuse Bond Fund and the General Government Grant Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with The Lion Electric Corporation for the purchase of the refuse truck due to the long lead-time required for the truck to be built and delivered, allowing it to be available for refuse collection 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 2021 Capital Improvements Budget authorized by Ordinance 2707-2021 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change / C.I.B. as Amended
7703 / P520001-100000 / 59-02 Mechanized Collection Equipment (Voted Carryover) / $2,596,326.00 / ($328,660.00) / $2,267,666.00
7703 / P520001-100027 / Mechanized Collection - Electric Automated Side Loader (Voted Carryover) / $0.00 / $328,660.00 / $328,660.00
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2021, the sum of $250,000.00 is appropriated in Fund 2220 (General Government Grant Fund), Dept-Div 5902 (Division of Refuse Collection), Grant #592116 (Zero Emissions Freight Future Project), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Finance and Management Director is hereby authorized to enter into a contract on behalf of the Department of Public Service with The Lion Electric Corporation for one Electric Powered Automated Side Loading Refuse Truck.
SECTION 4. That the expenditure of $328,659.90 or so much thereof as may be needed, is hereby authorized in Fund 7703 (Refuse General Obligation Bond Fund), Dept-Div 5902 (Division of Refuse Collection), Project P520001-100027 (Mechanized Collection - Electric Automated Side Loader), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $250,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2220 (General Government Grant Fund), Dept-Div 5902 (Division of Refuse Collection), Grant #G592116 (Zero Emissions Freight Future Project), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 6. At the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 7. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 8. 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 9. 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 10. 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.