Explanation
BACKGROUND: The Department of Recreation & Parks recently purchased four (4) Ford F-450 HD 1 ton cab & chassis via Universal Term Contract SA-001717 GRW, and now need to have dump bodies, snow plows, and salt spreaders installed for snow removal operations.
BID INFORMATION: The dump bodies, snow plows, and salt spreaders will be purchased in accordance with the terms and conditions of Solicitation SA002124 GRW. Solicitation for two types of dump bodies (3 hydraulic and 1 hoist style), snow plows, and salt spreaders were advertised for bid and four bids were received by the Puchasing office on August 17, 2006 as follows:
Vendor Bid Amount CC# Status
Newell Equipment, Inc. $73,031.00 34-1477864 Majority
K.E. Rose Company, LLC (K. Eric Rose) $73,736.00 31-1233819 Majority
Kaffenbarger Truck $76,696.00 31-0802979 Majority
Ace Truck $76,752.00 31-0936828 Majority
K.E. Rose Company, LLC was the lowest price bid for the central hydraulic dump bodies. However, when combining the bids with the snow plows and salt spreaders with the hydraulic dump body, the bid by Newell Equipment, Inc., is the lowest, best and most responsive bid for the complete package. Due to installation delivery logistics, the overall bid for the complete hydraulic unit is Newell Equipment. It is economical to have the overall low bidder (Newell Equipment) install the snow plows and salt spreaders.
K.E. Rose Equipment Company LLC is the lowest bid for the dump body with hoist. There is one hoist body being purchased. Therefore, the Recreation & Parks Department and the Fleet Management Division recommends bid awards to Newell Equipment, Inc., in the total amount of $63,288.00 for the three dump bodies with the central hydraulic system along with the snow plows and salt spreaders. And K.E. Rose Company LLC in the amount of $8,843.00 for the hoist style dump body. The total award recommendation between the two vendors is $72,131.00.
EMERGENCY PROVISION: Emergency action is necessary so that the purchase order for these dump bodies, snow plows, and salt spreaders can be placed so that this equipment may be available for use this winter.
FISCAL IMPACT: This ordinance authorizes an expenditure of $72,131.00 for the purchase of dump bodies, snow plows, and salt spreaders for the Recreation & Parks Department. Funding through the Voted 2004 Recreation and Parks Bond Fund. These units will replace four existing vehicles.
Title
To authorize the Finance & Management Director to establish purchase orders to procure and install four dump bodies, snow plows, and salt spreaders for the Department of Recreation & Parks with Newell Equipment, Inc. and K.E. Rose Company LLC , to authorize the expenditure of $72,131.00 from the Voted 2004 Recreation and Parks Bond Fund, and to declare an emergency. ($72,131.00)
Body
WHEREAS, The Department of Recreation & Parks needs to procure four dump bodies, snow plows, and salt spreaders for four new cab & chassis vehicles, and
WHEREAS, the Recreation and Parks Department has Voted Bond Funds budgeted for equipment replacements, and
WHEREAS, bids were taken for these vehicles via SA002124 for the purchase of said equipment; and
WHEREAS, the Recreation & Parks Department and the Fleet Management Division recommend acceptance of the lowest, best and most responsive bids submitted respectively by Newell Equipment, Inc., and K.E. Rose Company LLC, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation & Parks, in that it is immediately necessary to procure four dump bodies, snow plows, and salt spreaders from the 2004 Voted Bond Fund, 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 & Management be and is hereby authorized and directed to issue purchase orders to Newell Equipment, Inc., ($63,288.00) and K.E. Rose Co. LLC (K. Eric Rose), ($8,843.00), for the Recreation & Parks Department via the Fleet Management Division in accordance with Solicitations SA002124.
Section 2. That the total expenditure of $72,131.00, or so much thereof as may be necessary, be and is hereby authorized from the Voted 2004 Recreation and Parks Bond Fund:
$70,955.88 Department No. 51-01; Fund 702; Project 510040 OCA Code 644526; OL3 Code 6620.
$1,175.12 Department No. 51-01; Fund 702; Project 510035 OCA Code 644526; OL3 Code 6620
Section 3. 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.