City of Columbus - File #: 0540-2011

• File #: 0540-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 3/25/2011
• In control: Public Service & Transportation Committee
• On agenda: 4/25/2011
• Final action: 4/27/2011
• 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)

Date	Ver.	Action By	Action	Result
4/27/2011	1	MAYOR	Signed
4/27/2011	1	CITY CLERK	Attest
4/25/2011	1	Columbus City Council	Approved	Pass
4/25/2011	1	COUNCIL PRESIDENT	Signed
4/22/2011	1	Finance - Purchasing Reviewer	Reviewed and Approved
4/22/2011	1	Service Drafter	Sent to Clerk's Office for Council
4/21/2011	1	City Clerk's Office	Sent back for Clarification/Correction
4/21/2011	1	Service Drafter	Sent for Approval
4/14/2011	1	Service Drafter	Sent for Approval
4/14/2011	1	CITY ATTORNEY	Reviewed and Approved
4/14/2011	1	Service Drafter	Sent to Clerk's Office for Council
4/13/2011	1	EBOCO Reviewer	Sent for Approval
4/13/2011	1	ODI DIRECTOR	Reviewed and Approved
4/12/2011	1	Auditor Reviewer	Reviewed and Approved
4/12/2011	1	CITY AUDITOR	Reviewed and Approved
4/12/2011	1	Service Drafter	Sent for Approval
4/11/2011	1	FINANCE DIRECTOR	Reviewed and Approved
4/11/2011	1	Service Drafter	Sent for Approval
4/7/2011	1	Finance Reviewer	Reviewed and Approved
4/5/2011	1	Finance Reviewer	Reviewed and Approved
4/5/2011	1	Finance Reviewer	Reviewed and Approved
4/5/2011	1	Finance Reviewer	Reviewed and Approved
4/4/2011	1	Service Drafter	Sent for Approval
4/4/2011	1	Service Reviewer	Reviewed and Approved
4/4/2011	1	Service Drafter	Sent for Approval
4/4/2011	1	SERVICE DIRECTOR	Reviewed and Approved
4/4/2011	1	Service Drafter	Sent for Approval

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...