Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders with HYO, Inc. dba Pengwyn in the amount of $13,753.80 and The Dexter Company in the amount of $51,719.95 for the purchase of After Market Snow Plow Parts per the results of bid solicitation RFQ013015. These Snow Plow Parts are needed for use by the Department of Public Service for maintenance and upkeep of its snow removal vehicles. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. Six bids were received and opened for RFQ013015 on August 15, 2019 from the following respondents:
HYO, Inc.
Dexter Company
Southeastern Equipment
Mid-State Truck Equip
JC Enterprises
Winter Equipment Co.
A total of (12) twelve different categories of snow plow parts were requested in this bid solicitation. It is requested that HYO, Inc. dba Pengwyn be awarded line items 3,7,9, which are plow markers, mushroom plow shoes, and curb shoes respectively. It is also requested that The Dexter Company be awarded lines 1,2,4-6,8,10-12, which are 10 ft. steel blades, 11 ft. steel blades, screw adjusters, screw handles, shoes posts, mole-board shoes, 3 ft. rubber blades, 4 ft. rubber blades, and post housings respectively. It should be noted that The Dexter Company was not the lowest bidder for shoe posts and post housings. However the Purchasing Office determined that the cost savings was not justified in terms of splitting the award between two additional vendors.
HYO, Inc. dba Pengwyn Vendor #004832, FID 31-1201883
The Dexter Company Vendor #006581, FID 34-1232702
Fiscal Impact: This ordinance authorizes an expenditure of $65,473.75 from the Fleet Management Operating Fund with HYO. Inc. and The Dexter Company collectively for the purchase After Market Snow Plow Parts. In 2018, the Fleet Management Division expended $77,412.30 for after-market snow plow parts.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders with HYO, Inc. ($13,753.80) and The Dexter Company ($51,719.95) for the purchase of After Market Snow Plow Parts; and to authorize the expenditure of $65,473.75 from the Fleet Management Operating Fund. ($65,473.75)
Body
WHEREAS, the City has a need for After Market Snow Plow Parts for use by the Department of Public Service for maintenance and upkeep of its snow removal vehicles, and
WHEREAS, the Purchasing Office advertised a formal bid (RFQ013015) for these parts, and
WHEREAS, the Finance and Management Department recommends a bid award to HYO, Inc. as the overall lowest, responsive, and responsible bidder, for items 3, 7, and 9; and
WHEREAS, the Finance and Management Department recommends a bid award to The Dexter Company as the overall best, responsive, and responsible bidder, for items 1,2,4-6,8,10-12; and
WHEREAS, it is necessary to authorize the expenditure of $65,473.75 from the Fleet Management Operating Fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Fleet Management Division, to authorize the Finance and Management Director to establish purchase orders for the purchase of After Market Snow Plow Parts; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order with HYO, Inc. for the purchase of After Market Snow Plow Parts, as follows:
Request for Quotation RFQ013015: HYO, Inc. $13,753.80
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order with The Dexter Company. for the purchase of After Market Snow Plow Parts, as follows:
Request for Quotation RFQ013015: The Dexter Company $51,719.95
SECTION 3. That the expenditure of $65,473.75 or so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized in Fund 5200 Fleet Management Operating Fund in object class 02 per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2294-2018 Legislation Template.xls
SECTION 4. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, 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 5. 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.