Explanation
1. BACKGROUND
The Division of Refuse Collection utilizes Knuckle Boom Waste Loader Refuse Trucks in city-wide residential trash pick-up. The Department of Public Service and Fleet Management recognize the need to replace older trucks in its fleet beyond the useful service life of the vehicle. The City will establish a one-time contract for the purchase of five (5) Knuckle Boom Waste Loader Refuse Trucks with the Compressed Natural Gas (CNG) Option. The terms of the proposed contracts are from the date of execution by the City up to and including the manufacturer's build out date.
This purchase was originally approved through ordinance 1835-2012, however the vendor could not produce the trucks due to the inability to provide the requested CNG option on the trucks after a contract was established. It was decided to draft new specifications and rebid the knuckle boom waste loader trucks.
The Purchasing Office opened formal bids on March 28, 2013. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA004839). Five (5) bids were received.
The Department of Public Service recommends award of the contract as follows:
Vendor / Unit Cost / Cost of 2 Inspections / Total Cost for 5 Trucks with CNG Option plus inspection
Columbus Peterbilt / $186,300 / $3,700.00 / $935,200.00
As part of the contract cost the City will send representatives to the manufacturing facility for 2 inspections of the facility. The amount of this expense is $3,700.00.
The following Brass Tags will be replaced with this purchase:
- 21453
- 21454
- 21455
- 21649
- 21650
Columbus Peterbilt is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
2. CONTRACT COMPLIANCE
The contract compliance number for Columbus Peterbilt is 341285858 and expires 05/16/2014.
3. FISCAL IMPACT
Amendment to the 2013 C.I.B is necessary to establish proper authority for this expenditure. Funding available on Auditor Certificate AC034076 established by ordinance 1835-2012 in the amount of $555,131.00 will be cancelled, increasing the authority within the Refuse G.O. Bonds Fund for project 520001-100009, Mechanized Collection Equipment - Knuckle Boom. Remaining funding is available within the 2013 C.I.B.
4. EMERGENCY DESIGNATION
Emergency Action is requested so that a purchase order can be issued as soon as possible, thereby ensuring that the Division of Refuse has the equipment to pick up the daily waste stream of the City of Columbus residents.
Title
To authorize the Finance & Management Director to enter into one (1) contract for the purchase of 5 Knuckle Boom Waste Loader Refuse Trucks with the Compressed Natural Gas (CNG) Option from Columbus Peterbilt and to establish funding for Division of Refuse Collection personnel to inspect the vehicles during the manufacturing; to amend the 2013 Capital Improvements Budget; to authorize the City Auditor to cancel an Auditor's Certificate in the amount of $555,131.00 within the Refuse Collection Bond Fund; to authorize the transfer of $290,817.00 within the Refuse Collection Bond Fund and to authorize the expenditure of $935,200.00 within the Refuse Collection Bond Fund; and to declare an emergency. ($935,200.00)
Body
WHEREAS, there is a need to replace Knuckle Boom Waste Loader Refuse Trucks for the Department of Public Service, Division of Refuse Collection; and
WHEREAS, amendment to the 2013 C.I.B is necessary to establish proper authority for this expenditure; and
WHEREAS, the Purchasing Office advertised and solicited formal bids and the Department of Public Service selected the lowest, responsive, responsible and best bids; and
WHEREAS, Funding is available on Auditor Certificate AC034076 established by ordinance 1835-2012 in the amount of $555,131.00; and
WHEREAS, Columbus Peterbilt was the lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Refuse Collection in that it is immediately necessary to enter into contract for an option to purchase Knuckle Boom Loader Refuse Trucks with Compressed Natural Gas (CNG) Option, 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 Finance and Management Director be and is hereby authorized to enter into a one-time agreement with Columbus Peterbilt 6240 Enterprise Pky. Grove City, OH 43123 for the purchase of four (4) Knuckle Boom Waste Loader Refuse Trucks with the Compressed Natural Gas (CNG) Option and funding for City personnel to inspect the manufacturing facility, during the manufacturing of these vehicles.
Total Cost: $935,200.00
SECTION 2: That the City Auditor is authorized to cancel Auditor Certificate AC034076 in the amount of $555,131.00.
SECTION 3. That the 2013 Capital Improvements Budget authorized within ordinance 0645-2013 be amended as follows due to encumbrance cancellations:
Fund / Project / Current C.I.B. / Amendment Amount / C.I.B. as amended
703 / 520001-100009 / Mechanized Collection System - Knuckle Boom Trucks (Carryover) / $89,252.00 / $555,131.00 / $644,383.00
SECTION 4. That the 2013 C.I.B. authorized within ordinance 0645-2013 be amended to provide sufficient authority for this project as follows:
Fund / Project Number / Project / Current CIB Amount / amendment amount / CIB amount as amended
703 / 520001-100004 / Mechanized Collection Equipment - Front Box Loaders / $373,680 / ($290,817.00) / $82,863.00
703 / 520001-100009 / Mechanized Collection Equipment - Knuckle Boom / $644,383.00 / $290,817.00 / $935,200.00
SECTION 5. That the transfer of cash and appropriation within the G.O. Bonds Fund be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
703 / 520001-100004 / Mechanized Collection Equipment - Front Box Loaders / 06-6652 / 730104 / ($290,817.00)
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
703 / 520001-100009 / Mechanized Collection Equipment - Knuckle Boom / 06-6652 / 730109 / $290,817.00
SECTION 6. That the expenditure of $935,200.00 or so much thereof as may be necessary is hereby authorized to be expended from the Refuse G.O. Bonds Fund, number 703, as follows for the Division of Refuse Collection, Dep-Div 59-02:
Fund / Project / O.L. 01-03 Codes / OCA code / Amount
703 / 520001-100009 / Mechanized Collection Equipment - Knuckle Boom / 06-6652 / 730109 / $935,200.00
SECTION 7. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 8. 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 9. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 10. 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 10 days after its passage if the Mayor neither approves nor vetoes the same.