Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for snow and ice removal and for maintaining the City's roadway system. To accomplish this mission the Division requires thirteen (13) CNG powered tandem axle dump trucks. These trucks will replace older trucks 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.
Five of these vehicles were approved to be purchased in 2012 through ordinance 1517-2012. However, the vendor could not produce the CNG engines as requested after the contract was established. It was determined to rewrite specifications and rebid the purchase of vehicles for 2012 and 2013.
The Purchasing Office opened formal bids on August 8, 2013 for the purchase of thirteen (13) tandem axle dump trucks for the Division of Planning & Operations. Bids were received from four vendors.
Two vendors, Team Cruiser Conversion Co. and FYDA Freightliner Columbus, submitted bids for diesel and compressed natural gas (CNG) powered trucks. Two vendors, Rush Truck Centers of Ohio and Kinstle Sterling Western Star Truck Center, only submitted bids for diesel powered dump trucks.
The bids were reviewed based on meeting specifications and overall cost proposals. It has been determined that these thirteen dump trucks will be CNG powered; item 1 will not be awarded. After a review of the bids, the Department of Public Service recommends an award be made to Team Cruiser Conversion Co. as the lowest, responsive and responsible and best bidder.
The estimated expenditure for this purchase is $2,709,096.00
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Team Cruiser Conversion Co. Inc.
2. CONTRACT COMPLIANCE
Team Cruiser Conversion Co. Inc.'s contract compliance number is 35-1569585 and expires 07/30/2015.
3. FISCAL IMPACT
Funding is available within the 2013 Capital Improvements Budget within the Streets and Highways G.O. Bonds Fund, Fund 704.
4. EMERGENCY
This legislation is requested to be heard as an emergency to ensure that the tandem axle trucks can be delivered and operational as soon as possible.
Title
To authorize the Finance & Management Director to enter into a contract for the purchase of thirteen tandem axle dump trucks with the Compressed Natural Gas (CNG) Option from Team Cruiser Conversion Co. Inc.; to authorize the expenditure of $2,709,096.00 from the Streets and Highway Bonds Fund; and to declare an emergency. ($2,709,096.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and snow and ice removal along the City's roadway system, and
WHEREAS, the purchase of thirteen tandem axle dump 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, the City of Columbus does not include this type of equipment on any Universal Term Contract, and
WHEREAS, the Purchasing Office advertised and solicited formal bids and the Department of Public Service selected the lowest responsive and responsible and best bids; and
WHEREAS, Team Cruiser Conversion Co. Inc. was the lowest responsive and responsible and best bids; 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 to have them available 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 Finance and Management Director be and is hereby authorized to enter into a one-time agreement with Team Cruiser Conversion Co. Inc. 1277 West 29th St. Indianapolis, IN for the purchase of thirteen (13) Tandem Axle Dump Trucks with the Compressed Natural Gas (CNG) Option in the amount of $2,709,096.00.
SECTION 2. That the expenditure of $2,709,096.00 or so much thereof as may be necessary is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, Dept. /Div. 59-11 as follows:
Fund / Project / O.L. 01-03 Codes / OCA code / Amount
704 / 530020-100000 / Street Equipment / 06-6651 / 591246 / $2,709,096.00
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 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 5. 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 6. 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.