Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for the condition of the City's roadway system. To accomplish this mission the Division requires four Stone Patchers. These Stone Patchers will replace older units which are beyond their useful service life and will provide for a more reliable fleet to carry out services provided by the Division. This purchase is consistent with the division's fleet replacement program.
Stone Patchers are primarily used for repairing small potholes. They require only a single operator and can repair a large number of potholes in a short span of time.
Bids were advertised in the City Bulletin and were received by the Purchasing Office on March 3, 2011 for SA003846 for the purchase of two Stone Patchers as follows:
Vendor Make Unit Cost Total Cost Status
The McLean Company LeeBoy $170,723.00 $341,446.00 Majority
Southeastern Equipment Company Schwarze $175,232.58 $350,465.16 Majority
Southeastern Equipment Company Schwarze $179,761.58 $359,523.16 Majority
The lowest bid received was from the The McLean Company but it did not meet section 3.17 of the specifications in that the hopper bid had a capacity 23% less than required. The second lowest bid received was from the Southeastern Equipment Company but it did not meet section 3.2 of the specifications in that the engine bid is not Tier IV compliant. The next lowest bid was also from the Southeastern Equipment Company and it met specifications as the lowest, best, most responsive and most responsible bidder. Their bid price for two units was $359,523.16.
Subsequent to receipt of the bids funding to support the purchase two additional units became available. The purchase of these two additional units is consistent with the division's fleet replacement program. It is necessary to waive the competitive bidding requirements of the City Code in order to purchase these two additional stone patchers. Southeastern Equipment Company has agreed to maintain its pricing for these additional units. The total cost for four units is $719,046.32.
2. CONTRACT COMPLIANCE INFORMATION
Southeastern Equipment Company, Inc., contract compliance number is 34-1503254 and expires 12/15/12.
3. FISCAL IMPACT
Funds are available for this expenditure from the Streets and Highway G.O. Bonds Fund, no. 704 and the Build America Bonds Fund, no. 746. The cost of this purchase is $719,046.32.
4. EMERGENCY DESIGNATION
This legislation is requested to be heard as an emergency to make this equipment available at the earliest possible time for use by the Division of Planning and Operations.
Title
To authorize the Director of Finance and Management to enter into contract and establish a purchase order for the purchase of four Stone Patchers from Southeastern Equipment Company, Inc., for the Division of Planning and Operations; to amend the 2011 C.I.B.; to authorize the transfer of funds within the Streets and Highways G.O. Bonds Fund and the Build America Bonds Fund; to authorize the expenditure of $719,046.32 from the Streets and Highway G.O. Bonds Fund and the Build America Bonds Fund; to waive the competitive bidding provisions of the City Code; and to declare an emergency. ($719,046.32)
Body
WHEREAS, the Division of Planning and Operations is responsible for the condition of the City's roadway system, and
WHEREAS, to fulfill that responsibility an equipment replacement schedule is necessary to maintain a fleet of fully operational equipment; and
WHEREAS, the Purchasing Office solicited bids for 2 Stone Patchers; and
WHEREAS, after the bid opening funds became available for the purchase of 2 additional Stone Patchers, and
WHEREAS, it was determined that it was in the best interest of the City to purchase 2 additional Stone Patchers from Southeastern Equipment Company, Inc., utilizing the established unit prices from this solicitation; and
WHEREAS, it is necessary to waive the competitive bidding provisions of Section 329.06 of the City Code in order to purchase these 2 additional Stone Patchers; and
WHEREAS, this ordinance authorizes the expenditure for the purpose of purchasing this equipment, and
WHEREAS, this purchase has been approved by the Fleet Management Division, and
WHEREAS, it is necessary to amend the 2011 C.I.B to provide sufficient authority for this purchase, and
WHEREAS, an emergency exists in the usual daily operations of the Division of Planning and Operations in that it is immediately necessary to enter into contract for the purchase of four Stone Patchers to provide necessary equipment for the rehabilitation of City Streets for the immediate preservation of 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 the Department of Finance and Management is hereby authorized to enter into a contract with Southeastern Equipment Company, Inc., 6390 Shier Rings Road, Dublin, OH 43016, for the purchase of four Stone Patchers in accordance with the specifications on file in the Purchasing Office.
SECTION 2. 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 3. That the 2011 Capital Improvement Budget authorized by ordinance 0266-2011 be and is hereby amended due to encumbrance cancellations as follows:
Fund/Project / Project Name / Current / Change / Amended
704 / 440005-100000 / Urban Infrastructure / $0.00 (Carryover) / $39,449.00 (Carryover) / $39,449.00 (Carryover)
704 / 530303-100000 / Housing Initiatives / $0.00 (Carryover) / $67,345.00 (Carryover) / $67,345.00 (Carryover)
746 / 530282-100042 / Resurfacing - Resurfacing 2010 - Project 3 / $0.00 (Carryover) / $8,933.00 (Carryover) / $8,933.00 (Carryover)
SECTION 4. That the 2011 Capital Improvement Budget authorized by ordinance 0266-2011 be and is hereby amended to provide sufficient authority for this project as follows:
Fund/Project / Project Name / Current / Change / Amended
704 / 440005-100000 / Urban Infrastructure / $39,449.00 (Carryover) / ($39,449.00) (Carryover) / $0.00 (Carryover)
704 / 530161-100000 / Roadway Improvements / $33,000.00 (Carryover) / ($33,000.00) (Carryover) / $0.00 (Carryover)
704 / 530303-100000 / Columbus Housing Initiative / $67,345.00 (Carryover) / ($67,345.00) (Carryover) / $0.00 (Carryover)
746 / 530282-100042 / Resurfacing - Resurfacing 2010 - Project 3 / $8,933.00 (Carryover) / ($8,933.00) (Carryover) / $0.00 (Carryover)
746 / 530058-100009 / NCR - Lincoln Theatre Phase 2 / $204,321.00 (Carryover) / ($204,321.00) (Carryover) / $0.00 (Carryover)
704 / 530020-100000 / Street Equipment / $1,193,125.00 (Carryover)
/ $139,794.00 (Carryover) / $1,332,919.00 (Carryover)
746 / 530020-100000 / Street Equipment / $0.00 (Carryover) / $213,253.00 (Carryover) / $213,253.00 (Carryover)
SECTION 5. That the Transfer of cash and appropriation within the Streets and Highways G.O. Bonds Fund, No. 704, and the Build America Bonds Fund, No. 746, be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 440005-100000 / Urban Infrastructure / 06-6600 / 590050 / $39,448.99
704 / 530161 -100000 / Roadway Improvements / 06-6600 / 590046 / $33,000.55
704 / 530303-100000 / Columbus Housing Initiative / 06-6600 / 591145 / $67,344.36
746 / 530058-100009 / NCR - Lincoln Theatre Phase 2 / 06-6600 / 765809 / $204,320.38
746 / 530282-100042 / Resurfacing - Resurfacing 2010 - Project 3 / 06-6600 / 762842 / $8,932.04
Total Transfer From: $353,046.32
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530020-100000 / Street Equipment / 06-6600 / 591246 / $139,793.90
746 / 530020-100000 / Street Equipment / 06-6600 / 746020 / $213,252.42
SECTION 6. That the sum of $719,046.32 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, and the Build America Bonds Fund, No. 746, Dept.-Div. 59-11, as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530020-100000 / Street Equipment / 06-6652 / 591246 / $505,793.90
746 / 530020-100000 / Street Equipment / 06-6652 / 746020 / $213,252.42
SECTION 7. 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 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.