Explanation
Background: Front loading collection vehicles are an integral part of the Refuse Collection Division's mechanized collection system. This ordinance authorizes the purchase of six (6) front loading box truck cab/chassis and six (6) front loading box truck bodies to supplement and eventually replace aging, high maintenance and expense vehicles as these vehicles become too costly to repair. Formal competitive bids were solicited and opened by the Purchasing Office on March 1, 2007 (solicitation #SA0023089). One supplier submitted a bid for the cab/chassis and three suppliers submitted bids for the bodies. Bids were received from the following (vendor / unit cost):
Cab and Chassis Bids
Columbus Peterbilt/ $120,312.00
Body Bids
McNeilus Truck and Manufacturing Company/ $73,631.00
Schodorf Truck Body and Equipment Company, Inc. / $75,500.00
Bell Equipment Company / $76,632.00
The complete refuse collection truck consists of the cab, chassis, and body. The only bid for the cab and chassis was submitted by Columbus Peterbilt. The Refuse Collection Division recommends the purchase of the cab and chassis from Columbus Peterbilt (majority), contract compliance number 34-1285858 (expiring 9/21/08) as the lowest responsive, responsible and best bid. A total of six (6) units will be purchased. The unit cost for four of these will be $120,317.00. Two others will be purchased and equipped with a coolant heater and a hydraulic fluid warmer options. These items are needed due to the fact that the Morse Road Facility does not have an inside truck storage area. These items are necessary to insure service in the colder months of the year. The unit cost of this option is $3,159.00 each. The total unit cost for these two trucks with the option is $123,476.00. The total cost of the Cab/Chassis and chosen options award is $728,220.00.
McNeilus Truck and Manufacturing Company was judged to be the lowest responsive responsible and best bidder for the body. The Division recommendation is to award the body contract to McNeilus Truck Manufacturing, contract compliance number 41-1314526 (expiring 6/12/09), for six (6) units at $73,631.00 per unit. The total cost of the body award is $441,786.00
The total cost of the complete truck is $193,948.00 per unit for four (4) units without the additional options and $197,107.00 for the two (2) units with the options.
The total cost of the award is $1,170,006.
Fiscal Impact: The Refuse Collection Division budgeted $4,761,680.00 in the 2007 Capital Improvements Budget for refuse collection vehicles and containers. This ordinance authorizes an expenditure of $1,170,006.00 for six vehicles.
All funds from the 2006 Bond Sale have been either expended or encumbered. This expense can be accommodated within the 2004 Voted Refuse Collection Fund, mechanized collection project, by appropriating and transferring $1,170,006.00 within the Special Income Tax Fund. This funding method is a temporary measure and this amount will be restored to the Special Income Tax Fund subsequent to the next note/bond sale for refuse collection equipment.
Emergency action is requested in order to expedite the receipt of these new trucks, which have a long delivery lead-time.
Title
To authorize the Finance Director to enter into contract with ESEC Corporation dba Columbus Peterbilt and McNeilus Truck and Manufacturing, Incorporated, for the purchase of truck cabs and chassis and bodies, which collectively constitute six (6) front loading refuse collection trucks for the Refuse Collection Division; to appropriate and authorize the City Auditor to transfer $1,170,006.00 from the Special Income Tax Fund to the 2004 Voted Refuse Collection Fund; to appropriate $1,170,006.00 and authorize the expenditure of $1,170,006.00 or so much thereof as may be needed from the 2004 Voted Refuse Collection Fund; and to declare an emergency. ($1,170,006.00)
Body
WHEREAS, the Purchasing Office solicited formal competitive bids to acquire front loading refuse collection trucks on behalf of the Refuse Collection Division; and
WHEREAS, bids received for solicitation #SA0023089 were opened on March 20, 2007; and
WHEREAS, the Refuse Collection Division is recommending awards to the lowest responsive, responsible and best bids; and
WHEREAS, the purchase of these vehicles constitutes part of this division's scheduled vehicle replacement program and is a budgeted expense within the division's 2007 Capital Improvement Budget; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund the amount transferred; and
WHEREAS, the aggregate principal amount which the city will issue to finance this project is presently expected not to exceed $1,170,006.00; and
WHEREAS, an emergency exists in the usual daily operation of the Refuse Collection Division, Public Service Department, in that it is immediately necessary to enter into contract for the purchase of these vehicles to assure their timely delivery, 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 Director be and hereby is authorized and directed to enter into contract for the purchase of six (6) front loading refuse collection trucks for the Refuse Collection Division as follows:
Vendor / Item / Amount
ESEC Corporation dba Columbus Peterbilt / truck cabs and chassis / $728,220.00
McNeilus Truck and Manufacturing / refuse collection truck bodies / $441,786.00
SECTION 2. That from the unappropriated monies in the Special Income Tax Fund, Fund 430, and from the 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, 2007, the sum of $1,170,006.00 be and hereby is appropriated to the City Auditor, Department No. 22-01, Object Level One Code 10, Object Level Three Code 5502 and OCA Code 902023.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the 2004 Voted Refuse Collection Fund, Fund 703, at such time as it is deemed necessary by the City Auditor and to expend said funds or so much thereof as may be necessary.
SECTION 4. That $1,170,006.00 is hereby appropriated within Fund 703, the 2004 Voted Refuse Collection Fund, Department No. 59-02, Refuse Collection Division, Object Level One Code 06, Object Level Three Code 6652, OCA Code 644419 and Project 520001 to purchase front loading Refuse Collection Vehicles for the Refuse Collection Division.
SECTION 5. That the monies appropriated in the foregoing Section 5 shall be paid upon order of the Public Service Director and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 6. That upon obtaining other funds for this capital improvement, the City Auditor is hereby authorized to repay the Special Income Tax Fund the amount transferred under Section 3 above and said funds are hereby deemed appropriated for such purpose.
SECTION 7. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract(s) or contract modification(s) associated with the expenditure of the funds transferred under Section 2 above.
SECTION 8. That the City intends that this ordinance constitute an official intent for purposes of Section 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 9. That the expenditure of $1,170,006.00, or so much thereof as may be needed, be and hereby is authorized from the Voted 2004 Refuse Collection Fund, Fund 703, Department No. 59-02, Refuse Collection Division, Object Level One Code 06, Object Level Three Code 6652, OCA Code 644419, Project 520001 to pay the cost thereof.
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.