Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for snow and ice removal and control and for maintaining the City's roadway system. To accomplish this mission the Division requires four single axle dump trucks. These trucks will replace older trucks beyond their useful service lives and provide for a more reliable fleet to carryout services provided by the Division. This purchase is consistent with the division's fleet replacement program.
In order to expedite delivery and reduce costs the Division of Planning and Operations, Fleet Management Division and the Purchasing Office, have developed a pilot program for acquiring the four single axle dump trucks. The proposed method entails procuring all the necessary parts and components from existing State of Ohio contracts, and then contracting with a local vendor to assemble (up-fit) the complete unit. The Committee has determined that the pilot program's method for acquiring these units will significantly reduce timelines for delivery of the same. It is estimated that these units could be "in-service" no later than early 1st Quarter FY 2011 for snow removal.
All the main parts and components and the cab and chassis necessary for the building of the single axle dump trucks are available on existing ODOT contracts with the exception of the snow plow which is available on an Ohio Department of Administrative Service Cooperative Contract. All items will be purchased from the appropriate contracts and drop shipped to the qualified up-fitter. Pengwyn Hydraulics is the preferred vendor for up-fitting. This decision was based upon their current and previous experience up-fitting similar units for the cities of Dublin, Upper Arlington, Westerville and other surrounding communities - they are a local vendor with specific experience and quality controls in place to significantly improve the quality of the final product as well as reduce both the expense and time frame to build the same unit. A negotiated price of $16,500.00 per unit cost for upfitting with an additional $500.00 per unit contingency fee has been established. Total cost for the upfitting of four units is $68,000.00.
2. CONTRACT COMPLIANCE INFORMATION
H Y O Inc. dba Pengwyn Hydraulics' contract compliance number is 31-1201883 and expires 11/11/11.
3. FISCAL IMPACT
Funds are available for this expenditure from the Streets and Highways G.O. Bonds Fund, no. 704 due to cancellation of encumbrances from completed projects. The total cost of this purchases is $68,000.00.
4. EMERGENCY DESIGNATION
This legislation is requested to be heard as an emergency to ensure that the four single axle dump trucks are available for immediate use.
Title
To authorize the Director of Finance and Management to enter into a contract for the upfitting of four single axle dump truck cab and chassis with H Y O Inc. dba Pengwyn Hydraulics; to amend the 2010 CIB; to authorize the transfer of funds within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $68,000.00 from the Streets and Highways G.O. Bonds Fund; to waive the City Code provisions for formal competitive bidding requirements for the Division of Planning and Operations; and to declare an emergency. ($68,000.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair and snow and ice removal along the City's roadway system; and
WHEREAS, the Division of Planning and Operations is in need of four single axle dump trucks; and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract; and
WHEREAS, in order to expedite delivery and reduce costs the Division of Planning and Operations, Fleet Management Division and the Purchasing Office, have developed a pilot program for acquiring four single axle dump trucks; and
WHEREAS, this program involves the purchase of vehicle parts and components from State of Ohio and Ohio Department of Transportation contracts; and
WHEREAS, these components will be drop shipped to the qualified up-fitter, Pengwyn Hydraulics for up-fitting; and
WHEREAS, the decision to select Pengwyn Hydraulics was based upon their current and previous experience up-fitting similar units for the cities of Dublin, Upper Arlington, Westerville and other surrounding communities - they are a local vendor with specific experience and quality controls in place to significantly improve the quality of the final product as well as reduce both the expense and time frame to build the same unit; and
WHEREAS, a negotiated price of $16,500.00 per unit cost for upfitting with an additional $500.00 per unit contingency fee has been established; and
WHEREAS, this purchase has been approved by the Fleet Management Division; and
WHEREAS, it is necessary to waive the competitive bidding requirements of Chapter 329.06(a) of the Columbus City Code for this purchase; 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 assembly of these vehicles to have them available for the 2011 winter season, 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 in accordance with Section 329.27 of the Columbus City Code, City Council has determined that it is in the best interest of the City of Columbus that Section 329.06 relating to formal competitive bidding requirements be waived and hereby waives said section.
Section 2. That the Director of Finance and Management is hereby authorized to establish a purchase order with H Y O Inc. dba Pengwyn Hydraulics, 2550 West 5th Avenue, Columbus, OH 43204 for the upfitting of four single axle dump trucks.
Section 3. That the 2010 Capital Improvement Budget authorized by ordinance 0564-2010 be and is hereby amended to provide sufficient authority for this project as follows:
Fund / Project / Project Name / Current / Change / Amended
704 / 540003-100000 / Computerized Signals / $91,256.00 (Carryover) / ($68,000.00) (Carryover) / $23,256.00 (Carryover)
704 / 530020-100000 / Street Equipment / $247,532.00 (Carryover) / $68,000.00 (Carryover) / $315,532.00 (Carryover)
Section 4. That the City Auditor be and hereby is authorized to transfer cash and appropriation within Fund 704, the Streets and Highways G.O. Bonds Fund, as follows:
Transfer from:
Fund / Project# / Project / O.L. 01 - O.L. 03 Codes / OCA Code / Amount
704 / 540003-100000 / Computerized Signals / 06-6600 / 591144 / $68,000.00
Transfer to:
Fund / Project# / Project / O.L. 0l - 03 Codes / OCA Code / Amount
704 / 530020-100000 / Street Equipment / 06-6600 / 591246 / $68,000.00
Section 5. That the sum of $68,000.00 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, Dept./Div. 59-11, OCA Code 591246, Project Number 530020-100000.
Section 6. 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 7. 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.