Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for sweeping and maintenance and repair of the City's roadway system. To accomplish this mission the Division requires three flusher trucks and one retrofitted flusher truck. These trucks will replace older units beyond their useful service lives and will provide for a more reliable fleet to carry out services provided by the Division. This purchase is consistent with the division's fleet replacement program. One of the flusher trucks will be configured to be powered by compressed natural gas (CNG).
The cabs and chassis necessary for the building of the flusher trucks are available on an existing ODOT contract and the flusher bodies are available on an Ohio Department of Administrative Service Cooperative Contract. The truck to be retrofitted will need to be transported to the Etnyre facility. That service has been bid out separately through the City's purchasing system.
The three new units will be fitted with 2200 gallon flusher bodies and the unit to retrofitted will be equipped with a 1900 gallon flusher body.
ODOT Contract for the Cab and Chassis for the three flusher trucks:
Contract Item Vendor Unit Cost
023-12 Cab and Chassis Miami Valley International Trucks $79,392.00
023-12 Cab and Chassis (CNG) Miami Valley International Trucks $123,955.00
Ohio Department of Administrative Service Cooperative Contract for the four flusher bodies:
Contract Item Vendor Unit Cost
STS-515 1900 Gallon Body Southeastern Equipment $51,405.00
STS-515 2200 Gallon Body Southeastern Equipment $51,865.00
Bids were advertised in the City Bulletin for transportation of the cab and chassis received on April 27, 2012 for bid SO040412 as follows:
Vendor Cost Status
Rusty's Towing Service $1,800.00 Majority
Eitel's Towing Service $1.900.00 Majority
The lowest bid from Rusty's Towing Service, contract compliance number 31-1274409, met specifications as the lowest responsive, responsible bidder. Their bid price this service is $1,800.00.
Total cost of the purchase of two diesel powered flusher trucks is $262,514.00.
Total cost of the purchase of the CNG flusher truck is $175,820.00.
Total cost of the purchase of the unit to be retrofitted is $53,205.00
Total cost of the purchase of the four units is $491,539.00.
The quotations are on file with the Purchasing Office. These purchases have been approved by the Fleet Management Division.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against any of the companies listed above.
2. CONTRACT COMPLIANCE
Miami Valley International Trucks' contract compliance number is 31-1040091 and expires 11/02/2012.
Southeastern Equipment's contract compliance number is 34-1503254 and expires 12/15/2012.
Rusty's Towing Service's contract compliance number is 31-1274409 and expires 5/31/2014.
3. FISCAL IMPACT
Funds are available for this expenditure from the Street and Highway Improvement Fund, no. 766, and The Streets and Highways G.O. Bonds Fund, No. 704. A C.I.B. Amendment is necessary to establish funding authority in the correct project for this expenditure. The cost of this purchase is $491,539.00.
4. EMERGENCY
This legislation is requested to be heard as an emergency to ensure that the four flusher trucks are available for immediate use.
Title
To authorize the Director of Finance and Management to establish purchase orders for the purchase and assembly of four flusher trucks in accordance with Ohio Department of Transportation and State of Ohio contracts for the Division of Planning and Operations; to amend the 2012 C.I.B; to authorize the transfer and expenditure of $491,539.00 within the Streets and Highway G.O. Bonds Fund and the Street and Highway Improvement Fund; and to declare an emergency. ($491,539.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system, and
WHEREAS, the purchase of four flusher trucks is necessary to replace vehicles that are past their useful service lives to perform the mission of the Division and ensure the safety of the traveling public, and
WHEREAS, City ordinance 1410-2010 authorizes city agencies to utilize Ohio Department of Transportation contracts, and
WHEREAS, City ordinance 0582-87 authorizes city agencies to utilize Ohio Department of Administrative Services cooperative contracts, and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract, and
WHEREAS, this purchase has been approved by the Fleet Management Division, and
WHEREAS, the Division of Planning and Operations wishes to purchase three truck cabs and chassis using Ohio Department of Transportation contract, 023-12 which expires on September 30, 2012, and
WHEREAS, the Division of Planning and Operations wishes to purchase four flusher bodies using Ohio Department of Administrative Service Cooperative Contract, STS515 which expires on September 30, 2012, and
WHEREAS, the Division of Planning and Operations solicited bids for Towing Services for the transportation of one cab and chassis to the Etnyre facility in Oregon, IL, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that the funding should be authorized immediately for the purchase of these vehicles, 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 purchase orders for the purchase of equipment for four flusher trucks as follows:
Miami Valley International Trucks
11775 Highway Drive
Cincinnati, OH 45241
Amount - $282,739.00
For the purchase of two diesel powered and one CNG powered single axle cabs and chassis.
Ohio Department of Transportation contract 023-12 which expires on September 30, 2012.
Funding for this legislation is based on quotes dated April 11 and 12, 2012 submitted by Miami Valley International Trucks, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Southeastern Equipment Company
P.O. Box 368
Dublin, OH 43016
Amount - $207,000.00
For the purchase and upfitting of one 1900 gallon flusher body and three 2200 flusher bodies.
Ohio Department of Administrative Service Cooperative Contract STS515 which expires on September 30, 2012.
Funding for this legislation is based on quotes dated April 13, 2012 submitted by Southeastern Equipment Company, and the quoted prices reflect State of Ohio contract pricing, and are on file with the Purchasing Office.
Rusty's Towing Service
4845 Obetz-Reese Road
Columbus, OH 43207
Amount - $1,800.00
For the transportation of one cab and chassis to the Etnyre facility in Oregon, IL.
Bids were received on April 27, 2012 for SO040412 and are on file in the Purchasing Office.
SECTION 2. That the 2012 C.I.B. authorized by ordinance 0368-2012 be amended to establish authority for this expenditure in the required project detail as follows:
Fund / Project / Project Name / Current C.I.B. / Amendment / C.I.B as amended
766 / 766999-100000 / Unallocated Balance (Carryover) / $3,902,740.00 / ($300,000.00) / $3,602,740.00
766 / 530020-100000 / Street Equipment (Carryover) / $0.00 / $300,000.00 / $300,000.00
SECTION 3. The sum of $300,000.00 be and is hereby appropriated from the unappropriated balance of the Street and Highway Improvement Fund, Fund 766, 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 ending December 31, 2012 as follows:
Fund / Project / Project Name / O.L. 01/03 Codes / OCA Code / amount
766 / 766999-100000 / Unallocated Balance / 06-6600 / 766999 / $300,000.00
SECTION 4. That the transfer of cash and appropriation within the Street and Highway Improvement Fund, no. 766, be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
766 / 766999-100000 / Unallocated Balance / 06-6600 / 766999 / $300,000.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
766 / 530020-100000 / Street Equipment / 06-6600 / 766020 / $300,000.00
SECTION 5. That the sum of $491,539.00 or so much thereof as may be needed is hereby authorized to be expended from the Street and Highway Improvement Fund, no. 766, and The Streets and Highways G.O. Bonds Fund, No. 704, Dept./Div. 59-11 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA Code / Amount
704 / 530020-100000 / Street Equipment / 06-6651 / 591246 / $191,539.00
766 / 530020-100000 / Street Equipment / 06-6651 / 766020 / $300,000.00
SECTION 6. 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 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 ten days after passage if the Mayor neither approves nor vetoes the same.