Explanation
1. BACKGROUND
This legislation authorizes the Director of Finance and Management to establish purchase orders with Truck Country of Indiana, dba Stoops Freightliner - Quality Trailer, and with ESEC Corporation, dba Columbus Peterbilt, for the Division of Refuse Collection to purchase sixteen CNG powered automated side loader refuse trucks.
The Department of Public Service, Division of Refuse Collection, utilizes automated side loader refuse trucks in city-wide residential trash pick-up. The Department of Public Service and Fleet Management recognize the need to replace older trucks in its fleet beyond the useful service life of the vehicle. This purchase will replace sixteen refuse trucks that have reached the end of their useful service life.
The Purchasing Office advertised and solicited a formal request for proposal (SA006157) to establish universal term contracts for CNG powered automated side loader refuse trucks. Proposals were evaluated and four (4) universal term contracts were established for the purchase of these vehicles with the intent to compare vendors on equipment performance, longevity and overall satisfaction with the equipment. The first and second purchases are to be of an equal number of trucks from each vendor for the comparison. The third purchase will be to the vendor of the equipment that performed the best during the comparison period.
The City of Columbus purchases approximately eight (8) automated side loader refuse trucks per year. The first purchase under the universal term contracts for the comparison was done with Ordinance 2166-2016 for sixteen trucks using $5,360,000.00 of 2015 and 2016 capital budget money. This purchase is the second and last for the comparison, using $5,631,773.00 from the Department of Public Service’s 2017 and 2018 capital budget along with the General Government Grant Fund. As part of the contract cost, the city will send representatives to the manufacturing facility for inspections.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Truck Country of Indiana is CC013531 and expires 10/3/2020.
The contract compliance number for Columbus Peterbilt is CC006602 and expires 6/5/19.
3. FISCAL IMPACT
This purchase will be partially funded with a reimbursable budgeted expense of $373,902.00 within the General Government Grant Fund, Fund 2220, Grant G591803 (2018-19 Alternative Fuel Vehicle Conversion), from the Ohio Environmental Protection Agency. The amount of $371,584.00 was appropriated with Ordinance 1164-2018, howver the Ohio Environmental Protection Agency increased the grant agreement by $2,318.00, which will be added through an ammendment to Ordinance 1149-2018. The new grant fund appropriation will be $373,902.00, contingent upon passage of the ammendent to Ordinance 1149-2018.
The remaining amount of $5,257,871.00 is budgeted within the Department of Public Service's 2018 Capital Improvement Budget, Refuse GO Bond Fund, Fund 7703, Project P520001. Voted Carryover funding of $1,201,710.00 is currently available in Project P520001. The balance of $4,056,161.00 in Project P520001 funding needed for the purchase is Voted 2016 Debt SIT Supported. The Voted 2016 Debt SIT Supported funds will not be available for use by the Department of Public Service until the proceeds of the bond sale are received in October 2018. Therefore, it is necessary to make this legislation contingent upon the 2018 bond sale proceeds being available for use.
4. EMERGENCY DESIGNATION
This legislation is to be considered an emergency to meet criteria within the OEPA Grant Contract which stipulates that the vehicles must be ordered within 90 days of the grant agreement execution.
Title
To authorize the Finance & Management Director to establish purchase orders for the purchase of 16 automated side loader refuse trucks from Truck Country of Indiana, dba Stoops Freightliner - Quality Trailer, and with ESEC Corporation, dba Columbus Peterbilt; to authorize the expenditure of $5,257,871.00 within the Refuse General Obligation Bond Fund; to authorize the expenditure of $373,902.00 in the General Government Grant Fund; and to declare an emergency. ($5,631,773.00)
Body
WHEREAS, there is a need to replace Automated Side Loading Refuse Collection Trucks for the Department of Public Service, Division of Refuse Collection; and
WHEREAS, the Purchasing Office advertised and solicited a formal request for proposal and established four (4) UTC contracts for the purchase of CNG powered automated side loader (ASL) refuse trucks; and
WHEREAS, this will be the second of three planned purchases from the UTC contracts; and
WHEREAS, a grant agreement was executed with the Ohio Environmental Protection Agency that will partially fund this purchase; and
WHEREAS, under the terms of the grant agreement with the Ohio Environmental Protection Agency the vehicles must be ordered within 90 days of signing the grant agreement contract; and
WHEREAS, some of the funding to be used for this purchase will not be available until after the 2018 bond sale, requiring this legislation to be contingent upon the availability of the bond sale proceeds; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Finance & Management to enter into contracts to purchase CNG powered automated side loader refuse trucks to meet criteria within the Ohio Environmental Protection Agency grant contract which stipulates the vehicles must be ordered within 90 days of the grant agreement execution, 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 Director of Finance and Management be and is hereby authorized to establish purchase orders on behalf of the Department of Public Service in the amount of up to $5,631,773.00 for the purchase of sixteen CNG powered automated side loader refuse trucks.
SECTION 2. That the expenditure of $5,257,871.00, or so much thereof as may be needed, is hereby authorized in Fund 7703 (Refuse General Obligation Bond Fund), Dept-Div 5902 (Division of Refuse Collection), P520001-100000 (59-02 Mechanized Collection Equipment), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $373,902.00, or so much thereof as may be needed, is hereby authorized in Fund 2220 (General Government Grant Fund), Dept-Div 5902 (Division of Refuse Collection), Grant G591803 (2018-19 Alternative Fuel Vehicle Conversion), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance. And contingent upon the passage of the ammendenment to Ordinance 1164-2018.
SECTION 4. 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 5. 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 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. That this ordinance is contingent upon the 2018 bond sale proceeds being available for use.
SECTION 8. 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.