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File #: 1429-2020    Version: 1
Type: Ordinance Status: Passed
File created: 6/12/2020 In control: Public Utilities Committee
On agenda: 7/20/2020 Final action: 7/23/2020
Title: To authorize the Director of Finance and Management to establish a contract with Southeastern Equipment Company Inc. for the purchase of one (1) Hydraulic Excavator for the Department of Public Utilities, Division of Sewerage and Drainage; and to authorize the expenditure of $119,400.00 from the Sewer Operating Sanitary Fund. ($119,400.00)
Attachments: 1. ORD 1429-2020 Financial Coding, 2. ORD 1429-2020 Information, 3. ORD#1429-2020Bid Tab.pdf, 4. ORD#1429-2020Director Approval.PDF, 5. ORD#1429-2020Fleet Approval.PDF, 6. ORD#1429-2020Rec Letter.pdf

Explanation                    

 

BACKGROUND:  To authorize the Director of Finance and Management to enter into a contract with Southeastern Equipment Company Inc. for the purchase of one (1) Hydraulic Excavator. This Hydraulic Excavator will be used by the Division of Sewerage and Drainage, Sewer Maintenance Operation crews to complete construction projects at various locations within the sewer service area.  This purchase was approved by Fleet Management and will replace Brass Tag #16734.

 

The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ015326). Seventy-Seven (77) bidders (10 MBE, 4 MBR, 1 F1 and 62 MAJ) were solicited and 3 (MAJ) bids were received and opened on April 23, 2020. 

 

After a review of the bids, the lowest bid was submitted by Ag-Pro Ohio LLC in the amount of $95,774.00. However, they did not meet the specification for Operating Weight, the requested weight was Min.18,000 lb/Max.22,000 lb.  They submitted 13,620 lb operating weight.

 

The second lowest bidder Southeastern Equipment Company Inc. did meet all specifications and therefore, the Division of Sewerage and Drainage recommends an award be made to Southeastern Equipment Company Inc. for all items in the amount of $119,400.00 as the most responsive, responsible and best bidder.

 

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:  Southeastern Equipment Company Inc.     Vendor#006684     CC#34-1503254  (expires 3/5/22)

 

FISCAL IMPACT:  $119,400.00 is required for this purchase.

 

$142,400.00 was expended in 2019

$45,046.73 was expended in 2018

 

 

Title

 

To authorize the Director of Finance and Management to establish a contract with Southeastern Equipment Company Inc. for the purchase of one (1) Hydraulic Excavator for the Department of Public Utilities, Division of Sewerage and Drainage; and to authorize the expenditure of $119,400.00 from the Sewer Operating Sanitary Fund.  ($119,400.00)

 

 

Body

 

WHEREAS, the Purchasing Office opened formal bids on April 23, 2020 for the purchase of one (1) Hydraulic Excavator; and

 

WHEREAS, Ag-Pro Ohio LLC provided the lowest bid, however, they did not meet the bid specifications for the operating weight; and

 

WHEREAS, the Division of Sewerage and Drainage recommends an award be made to the most responsive, responsible and best bidder, Southeastern Equipment Company Inc.; and

 

WHEREAS, the Hydraulic Excavator will be used by the Sewer Maintenance Operation crews to complete construction projects at various locations within the sewer service area; and

 

WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Finance and Management to enter into a contract with Southeastern Equipment Company Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ015326 on file in the Purchasing Office; 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 for all items with Southeastern Equipment Company, Inc. for the purchase of one (1) Hydraulic Excavator for the Department of Public Utilities, Division of Sewerage and Drainage in accordance with RFQ015326 specifications on file in the Purchasing Office.

 

SECTION 2.  That the expenditure of $119,400.00 or as much thereof as may be needed is hereby authorized in Fund 6100 (Sewer Operating Sanitary Fund) 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.