Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish multiple Universal Term Contracts (UTCs) for the option to purchase City Vehicle Upfits with Ace Truck Body Inc., Rose Karl Erich (dba K.E. Rose Company), and Messer Work Van Solutions. These contracts will be used by multiple City agencies, including but not limited to the Division of Fleet Management, and the Departments of Public Utilities, Public Service, and Recreation and Parks, for vehicle upfits required for daily operations. The term of the proposed option contracts would be approximately three (3) years, expiring December 31, 2027, with the option to renew for one (1) additional year. In addition, the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002726.
A formal best value proposal (BVP) solicitation was published for the purchase of City Vehicle Upfits.
Proposals were evaluated by a five (5) member committee, based upon various criteria including quality and feasibility, past performance, specification conformity, schedule and delivery, and acquisition cost, resulting in an award recommendation of multiple contracts to Ace Truck Body Inc., Rose Karl Erich (dba K.E. Rose Company), and Messer Work Van Solutions.
BID INFORMATION: Request for Quotation RFQ028017 was advertised and proposals were opened on August 1, 2024. Three (3) responses were received. In the project specifications, the City’s vehicle upfit needs were broken down into 3 main categories:
1) Cab and Chassis and Cut-Away Vans
2) Light Duty Pickup Trucks up to 1-Ton Trucks
3) Vans, Cars, and SUVs
An evaluation committee consisting of one (1) member of the Division of Fleet Management, two (2) members of the Department of Public Service, and two (2) members of the Department of Public Utilities provided technical expertise. Each member of the committee scored and ranked written proposals submitted by the offerors. After evaluating all proposals, a request for BAFO (Best and Final Offer) was requested from all three responding vendors.
Based upon the City’s anticipated annual quantity of upfits across all three categories of vehicles, the evaluation committee doesn’t anticipate that any single vendor can adequately and timely handle the City’s projected volume of necessary vehicle upfits. Upon review and in compliance with Columbus City Code 329, the committee submitted final rankings and recommends awarding multiple contracts to the overall most responsive, responsible, and best bidders based on best value to the City:
Category 1: Cab and Chassis and Cut-Away Vans - award to Ace Truck Body Inc. and K.E. Rose Company
Category 2: Light Duty Pickup Trucks up to 1-Ton Trucks - award to Ace Truck Body Inc., K.E. Rose Company, and Messer Work Van Solutions
Category 3: Vans, Cars, and SUVs - award to K.E. Rose Company and Messer Work Van Solutions
Total Estimated Annual Expenditure across all contracts: $1,550,000.00, various City agencies
Ace Truck Body Inc., CC# CC-004484 expires 8/9/2025, Items 1 and 2, $1.00
Rose Karl Erich dba K.E. Rose Company, CC# CC-004889 expires 8/21/2025, All Items, $1.00
Messer Work Van Solutions, CC# CC-038425 expires 11/29/2025, Items 2 and 3, $1.00
The companies are 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 $3.00 is hereby authorized from General Budget Reservation BRPO002726. City Agencies 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 multiple Universal Term Contracts for the option to purchase City Vehicle Upfits with Ace Truck Body Inc., Rose Karl Erich (dba K.E. Rose Company), and Messer Work Van Solutions; and to authorize the expenditure of $3.00. ($3.00)
Body
WHEREAS, the City Vehicle Upfits UTCs will provide for the purchase of multiple vehicle upfit packages used for daily operations; and,
WHEREAS, a formal Best Value Procurement (BVP) for multi-year Universal Term Contracts (UTCs) was solicited and evaluated by a multiple department committee via Request for Quote RFQ028017 resulting in the recommendation to award to Ace Truck Body Inc., Rose Karl Erich (dba K.E. Rose Company), and Messer Work Van Solutions and,
WHEREAS, it has become necessary in the daily operation of the multiple City departments to authorize the Director of Finance and Management to enter into three (3) Universal Term Contracts for the option to purchase City Vehicle Upfits; 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 Universal Term Contracts for the option to purchase City Vehicle Upfits in accordance with Request for Quotation RFQ028017 for a term of approximately three (3) years, expiring December 31, 2027, with the option to renew for one (1) additional year, as follows:
Ace Truck Body Inc., Items 1 and 2, $1.00
Rose Karl Erich dba K.E. Rose Company, All Items, $1.00
Messer Work Van Solutions, Items 2 and 3, $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized from General Budget Reservation BRPO002726 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.