Explanation
BACKGROUND: The purpose of this legislation is to authorize the Director of Finance and Management to enter into a contract with K.E. Rose Ltd. for the purchase of two (2) Crew Trucks. The Crew Trucks will be used by the Division of Water to service water hydrants and water distribution lines.
This purchase was approved by Fleet Management and will replace vehicles BT-23505 & BT-23506.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ025462). Two hundred sixty-two (264) bidders (5 EBE, 226 MAJ, 22 MBE, 9 MBE/WBE) were solicited and two (2) bids (MAJ) were received and opened on August 24, 2023.
The lowest bidder, Ace Truck Body, Inc. did not meet specifications.
o 3.3.6.Spec
o 3.3.6.1 The truck shall have a general Monroe Enclosed SB132 M 5420-T72 line body or equal with standard Monroe or equal feather and the below approximate dimensions
Requested Spec Submitted
o Overall width -96 inches minimum 94”.
o Overall Length -132 inches minimum 133-1/4”
o 3.3.6.2 The body shall have the following
layout/box design at minimum
Requested Spec Submitted
o Street side B- 28”wide x 60” tall x 24” deep 25” wide x 60” tall x 24” deep.
o Street side C-54” x 36” x 24” 52-3/4” x 32-1/2”
o Curbside B- 28” x 60” x 24 deep 25” x 60” x 24”
o Curbside C- 54” x 36” x 24” 52-3/4” x 32-1/2” x 24”
o Front steel rack type compartment
96” x 50” x 12” Not provided
o 3.3.7 Service Body
Requested Spec Submitted
o Plain Black rear mud flaps mounted on angle not provided
metal matching the body.
o HD cone holder mounted street side rear Not Provided
o Two 6” x 10” pvc conduit carriers street side Not Provided
o Two Led Type cargo area lights Not Provided
o LED strip lighting in each compartment Not Provided
After a review of the bids, the Division of Water recommends an award be made for all items to K.E. Rose Ltd. in the amount of $635,997.80 as the only responsive, responsible and best bidder.
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency due to the rising costs, short ordering window and long lead times for equipment delivery.
The company is 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.
SUPPLIER: K.E. Rose Ltd., Vendor#004889, CC#31-1233819, expires 9/16/24.
FISCAL IMPACT: $667,997.80 (which includes a contingency fund of $32,000.00) is budgeted and available for this purchase.
$0.00 was expended in 2022.
$0.00 was expended in 2021.
$0.00 was expended in 2020.
Title
To authorize the Director of Finance and Management to establish a contract with K.E. Rose Ltd., for the purchase of two (2) Crew Trucks, for the Department of Public Utilities, Division of Water; and to authorize the expenditure of $667,997.80 from the Water Operating Fund; and to declare an emergency. ($667,997.80)
Body
WHEREAS, the Purchasing Office opened formal bids on August 24, 2023 for the purchase of two (2) Crew Trucks for the Division of Water; and
WHEREAS, the Division of Water recommends an award be made to the only responsive, responsible and best bidder, K.E. Rose Ltd.; and
WHEREAS, the Crew Trucks will be used by the Division of Water to service water hydrants and water distribution lines; and
WHEREAS, it is necessary to authorize the expenditure of $667,997.80 (which includes contingency Funds of $32,000.00) or so much thereof as is needed for the purchase from and within the Water Operating Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water, in that it is immediately necessary to authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance for the purchase of two (2) Crew Trucks with K.E. Rose Ltd. due to rising costs, short ordering window and long lead times for equipment delivery, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to establish a contract with K.E. Rose Ltd., 4595 Chambersburg Rd., Dayton, OH 45424 for the purchase two (2) Crew Trucks for the Division of Water, in accordance with RFQ025462 specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $667,997.80 or as much thereof as may be needed, is hereby authorized in Fund 6000 (Water Operating); in Object Class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
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 reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, which 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.