Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a UTC contract to purchase Heavy Duty (HD) Refuse Vehicle Service Repairs and Parts for the Division of Fleet Management, the largest user. The term of the proposed option contract would be two (2) years from the date of execution, with the option to extend for two (2) additional years. The Purchasing Office opened formal bids on April 7, 2011.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003877). Twelve (12) bids were solicited. Seventeen (17) bids were received. The solicitation requested vendors to provide pricing on Twenty Six (26) line items for the different services and parts required to repair Heavy Duty Refuse Vehicles. It is in the City's best interest to award all line items to all vendors per SA003877 which will allow the Division of Fleet Management to operate in a cost effective manner. The Division of Fleet Management utilizes all the vendors for different services and parts as required for the repair of Heavy Duty Refuse Vehicles. In the next year, the Purchasing Office will work with the Fleet Management Division in an attempt to draft specifications that will allow for competitive awards.
In order for the Division of Fleet Management to utilize all the vendors for the different services and parts, the Department of Finance and Management respectfully requests the waiver of competitive bidding. This legislation waives the competitive bidding requirements of Chapter 329 of the City Code, and allows the award of all items to all vendors that submitted bids on SA003877.
Schodorf Truck Body & Equipment Company, CC#314416487, expires 7/13/12
Frame & Spring Inc, CC#311370086, expires 4/6/13
Flora's Diesel Repair Service Inc, CC#311202449, expires 11/24/11
C.W. Demary Service Inc, CC#310743464, expires 3/21/13
Skinner Diesel Services Inc, CC#311132462, expires 10/13/11
Bell Equipment Co, CC#381941706, expires 10/28/12
Best Equipment Inc., CC#351097778, expires 5/21/12
Center City International Trucks Inc, CC#311048371, expires 6/15/12
Hydro Supply Company, CC#311065617, expires 4/6/12
ESEC Corporation, CC#341285858, expires 7/13/12
Parr Public Safety Equipment Inc., CC#201619573, expires 7/1/11
Hersh Packing & Rubber Co, CC#310743184, expires 7/22/11
FYDA Freightliner Columbus, Inc., CC#310789102, expires 9/22/12
McNeilus Truck and Manufacturing Co, CC#411314526, expires 9/14/11
ACE Truck Body Inc., CC#310936828, expires 7/21/12
WW Williams Midwest Inc. CC#311024851, expires 2/5/12
Holtz Industries Inc, CC#311243343, expires 5/20/13
Estimated Annual Expenditure: $21,000.00 to $150,000.00
The companies are 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.
This ordinance is being submitted as an emergency as it is immediately necessary for the Division of Fleet Management to purchase Heavy Duty (HD) Refuse Vehicle Service Repairs and Parts and because without emergency action, the likelihood of downed Refuse collection trucks will increase, and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contracts for the option to purchase Heavy Duty (HD) Refuse Vehicle Service Repairs and Parts with seventeen separate vendors; to authorize the expenditure of $17.00 to establish the contracts from the Mail, Print Services and UTC Account; to waive the competitive bidding requirements of the City Codes; and to declare an emergency. ($17.00)
Body
WHEREAS, the Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003877). Seventeen (17) bids were received; and
WHEREAS, this legislation waives the competitive bidding requirements of Chapter 329 the City Code, and allows for the award to all vendors for all line items that submitted bids; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into contracts for an option to purchase Heavy Duty (HD) Refuse Vehicle Service Repairs and Parts, thereby preserving the public health, peace, property, safety, and welfare. In order to maintain a supply of Heavy Duty (HD) Refuse Vehicle Service Repairs and Parts, this is being submitted for consideration as an emergency measure; and now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase Heavy Duty (HD) Refuse Vehicle Service Repairs and Parts in accordance with Solicitation No. SA003877 as follows:
Schodorf Truck Body & Equipment Company, All Items, $1.00
Frame & Spring Inc, All Items, $1.00
Flora's Diesel Repair Service Inc, All Items, $1.00
C.W. Demary Service Inc, All Items, $1.00
Skinner Diesel Services Inc, All Items, $1.00
Bell Equipment Co, All Items, $1.00
Best Equipment Inc., All Items, $1.00
Center City International Trucks Inc, All Items, $1.00
Hydro Supply Company, All Items, $1.00
ESEC Corporation, All Items, $1.00
Parr Public Safety Equipment Inc., All Items, $1.00
Hersh Packing & Rubber Co, All Items, $1.00
FYDA Freightliner Columbus, Inc., All Items, $1.00
McNeilus Truck and Manufacturing Co, All Items, $1.00
ACE Truck Body Inc., All Items, $1.00
WW Williams Midwest Inc., All Items, $1.00
Holtz Industries Inc, All Items, $1.00
SECTION 2. That the expenditure of $17.00 is hereby authorized from the Mail, Print Services and UTC Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements of Chapter 329 be and hereby are waived for the action authorized in SECTION 1.
SECTION 4. That for the reason 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.