Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish one (1) Universal Term Contract (UTC) for the option to purchase CCTV Sewer Inspection Vans and equipment for the Department of Public Utilities. The term of the proposed option contract would be three (3) years, expiring December 31, 2021. This contract will expedite the delivery of CCTV Sewer Inspection Vans and related equipment, by establishing a Universal Term Contract for use by the Division of Sewerage and Drainage. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978.
Proposals were evaluated by a three (3) member committee, based upon various criteria including experience, quality of proposal, competence, and price, resulting in an award recommendation to The Safety Company, LLC dba M-Tech Company for all items.
BID INFORMATION: Request for Quote RFQ009452 was advertised and proposals were opened on June 13, 2018. Three (3) responses were received.
The evaluation committee consisted of two (2) representative from the Department of Public Utilities and one (1) from the Department of Finance and Management, Division of Fleet Management. Each member of the committee scored and ranked written proposals submitted by the offerors. All three offerors were invited to make oral presentations and then submitted pricing. After evaluating all offers and viewing three presentations, the committee submitted final rankings.
The Safety Company, LLC dba M-Tech Company received the highest score, with an average of 107 points of 120 points possible. Fyda Freightliner received the second highest score, with an average 98.33 points; followed by Best Equipment Co., Inc. with an average 83 points. The cost proposal from The Safety Company, LLC dba M-Tech Company offered the best pricing on CCTV equipped vehicle and related equipment. The Finance and Management Director therefore authorized negotiations with The Safety Company, LLC dba M-Tech Company.
Therefore, the Purchasing Office respectfully recommends to award one contract to the following:
The Safety Company, LLC dba M-Tech Company - Vendor Number #002197 exp. 11/14/2019
Estimated Annual Expenditure: $500,000.00
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency in order to expedite the procurement process so that vehicles may be available to replace disposed units.
The company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. 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 a Universal Term Contract (UTC) for the option to purchase CCTV Sewer Inspection Vans and Equipment with The Safety Company, LLC., dba M-Tech Company; to authorize the expenditure of $1.00 from General Budget Reservation BRPO000978; and to declare an emergency. ($1.00)
Body
WHEREAS, the Department of Public Utilities has an ongoing need to purchase CCTV Sewer Inspection Vans and Equipment; and
WHEREAS, a formal request for proposal (RFP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multi-departmental committee via Request for Quote RFQ009452 resulting in the recommendation to award to The Safety Company, LLC., dba M-Tech Company; 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 CCTV Sewer Inspection Vans and 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 CCTV Sewer Inspection Vans and Equipment in accordance with Request for Quote No. RFQ009452 until December 31, 2021, as follows:
The Safety Company, LLC., dba M-Tech Company, CCTV Sewer Inspection Vans and Equipment, $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978 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.