City of Columbus - File #: 0330-2011

• File #: 0330-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 2/18/2011
• In control: Public Service & Transportation Committee
• On agenda: 4/4/2011
• Final action: 4/7/2011
• Title: To authorize the Director of Finance and Management to modify an existing contract for the purchase of three additional tow behind rollers from The McLean Company, for the Division of Planning and Operations; to authorize the expenditure of $142,296.00 from the Streets and Highways G.O. Bonds Fund, no. 704; and to declare an emergency. ($142,296.00)

Date	Ver.	Action By	Action	Result
4/7/2011	1	CITY CLERK	Attest
4/6/2011	1	MAYOR	Signed
4/4/2011	1	Columbus City Council	Approved	Pass
4/4/2011	1	COUNCIL PRESIDENT	Signed
3/14/2011	1	Service Drafter	Sent to Clerk's Office for Council
3/11/2011	1	Service Drafter	Sent for Approval
3/11/2011	1	Auditor Reviewer	Reviewed and Approved
3/11/2011	1	CITY AUDITOR	Reviewed and Approved
3/11/2011	1	Service Drafter	Sent for Approval
3/11/2011	1	CITY ATTORNEY	Reviewed and Approved
3/10/2011	1	FINANCE DIRECTOR	Reviewed and Approved
3/9/2011	1	Finance Reviewer	Reviewed and Approved
3/8/2011	1	CITY ATTORNEY	Reviewed and Approved
3/8/2011	1	Service Drafter	Sent for Approval
3/8/2011	1	Finance Reviewer	Reviewed and Approved
3/7/2011	1	Service Drafter	Sent for Approval
3/4/2011	1	Finance Reviewer	Reviewed and Approved
3/4/2011	1	FINANCE DIRECTOR	Reviewed and Approved
3/4/2011	1	Service Drafter	Sent for Approval
3/4/2011	1	Auditor Reviewer	Reviewed and Approved
3/4/2011	1	CITY AUDITOR	Reviewed and Approved
2/28/2011	1	Finance Reviewer	Sent for Approval
2/25/2011	1	Finance Reviewer	Reviewed and Approved
2/25/2011	1	Finance Reviewer	Reviewed and Approved
2/23/2011	1	SERVICE DIRECTOR	Reviewed and Approved
2/23/2011	1	Service Drafter	Sent for Approval
2/22/2011	1	Service Reviewer	Reviewed and Approved
2/22/2011	1	Service Drafter	Sent for Approval
2/18/2011	1	Service Drafter	Sent for Approval

Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for the maintenance and repair of the City's roadway system. To accomplish this mission the Division requires tow behind rollers. These tow behind rollers will replace units that are beyond their useful service lives and 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.

Bids were advertised in the City Bulletin for three units and were received by the Purchasing Office on July 15, 2010 for Bid SA-003638 as follows:

Vendor Make Unit Cost Total Cost Status
The McLean Company LeeBoy $47,432.00 $142,296.00 Majority

The only bid received was from the McLean Company and it met specifications as the lowest responsive, responsible bidder.

Ordinance 1426-2010 authorized the expenditure of $142,296.00, and purchase order FL004767 for three units was issued. The Division would like to modify the contract to include the purchase of three additional units. The McLean Company has agreed to maintain its pricing for these three units at the price that was originally bid.

At the time the contract was first bid funding was not available to purchase all 6 units. Funding has since become available and the need exists to replace equipment beyond its serviceable life, the Division would like to increase the number of units being purchased from three to six in total.

During the initial bidding process only one bid was received. After examining the possibility of receiving additional bids from different vendors, or a reduced price from the only bidding vendor, it was determined that it would be in the City's best interest to modify the contract rather than bid the unit a second time.

2. CONTRACT COMPLIANCE INFORMATION
The McLean Company's contract compliance number is 340762688 and expires 7/19/12.

3. FISCAL IMPACT
Funds are available for this expen...