Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for snow and ice removal and for maintaining the City's roadway system. To accomplish this mission the Division requires fourteen (14) CNG powered single axle dump trucks. These trucks will replace older trucks beyond their useful service lives 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.
Eight of these vehicles were approved to be purchased in 2012 through ordinance 1517-2012. However, the vendor could not produce the CNG engines as requested after the contract was established. It was determined to rewrite specifcations and rebid the purchase of vehicles for 2012 and 2013.
The Purchasing Office opened formal bids on April 11, 2013 for the purchase of fourteen (14) single axle dump trucks for the Division of Planning & Operations. Five bids were received.
The bids were reviewed based on meeting specifications and overall cost proposals. After a review of the bids, the Department of Public Service recommends an award be made to FYDA Freightliner as the lowest, responsive and responsible and best bidder.
The award will be made for FYDA Freightliner Cabs & Chassis with Pengwyn Equipment.
The estimated expenditure for this purchase is $2,562,084.00.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against FYDA Freightliner Inc.
2. CONTRACT COMPLIANCE
FYDA Freightliner Columbus, Inc.'s contract compliance number is 31-0789102 and expires 09/07/2014.
3. FISCAL IMPACT
Amendment to the 2013 C.I.B is necessary to establish proper authority for this expenditure. Funding available on Auditor Certificate AC033987 established by ordinance 1517-2012 in the amount of $2,295,778.04 will be cancelled, increasing the authority within the Streets and Highways G.O. Bonds Fund for project 520020-100000, Street Equipment. Remaining funding is available within the 2013 C.I.B.
4. EMERGENCY
This legislation is requested to be heard as an emergency to ensure that the single axle trucks are available for the next snow season.
Title
To authorize the Finance & Management Director to enter into one (1) contract for the purchase of 14 single axle dump trucks with the Compressed Natural Gas (CNG) Option from FYDA Freighliner Columbus, Inc.; to amend the 2013 Capital Improvements Budget; to authorize the City Auditor to cancel an auditor's certificate in the amount of $2,295,778.04 within the Streets and Highway Bonds Fund; to authorize the transfer of funds and expenditure of $2,562,084.00 from the Streets and Highway G.O. Bonds Fund; and to declare an emergency. ($2,562,084.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system, and
WHEREAS, the purchase of fourteen single axle dump trucks is necessary to replace vehicles that are past their useful service lives to perform the mission of the Division and ensure the safety of the traveling public, and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract, 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, FYDA Freightliner was the lowest, responsive, responsible and best bidder; and
WHEREAS, an amendment to the 2013 C.I.B is necessary to establish proper authority for this expenditure.
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that the funding should be authorized immediately for the purchase of these vehicles to have them available for the 2013-2014 winter season, 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 FYDA Freightliner Columbus, Inc. 1250 Walcutt Rd. Columbus, OH 43228 for the purchase of fourteen (14) Single Axle Dump Trucks with the Compressed Natural Gas (CNG) Option.
Total Cost: $2,562,084.00
SECTION 2. That the City Auditor is authorized to cancel AC033987 in the amount of $2,295,778.04.
SECTION 3. That the 2013 Capital Improvement 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
704 / 530020-100000 / Street Equipment (Carryover) / $1,782,038.00 / $2,295,778.04 / $3,487,491.04
SECTION 4. That the expenditure of $2,562,084.00 or so much thereof as may be necessary is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, Dept. /Div. 59-11 as follows:
Fund / Project / O.L. 01-03 Codes / OCA code / Amount
704 / 530020-100000 / Street Equipment / 06-6651 / 591246 / $2,562,084.00
SECTION 5. 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 6. 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 7. 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 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 10 days after its passage if the Mayor neither approves nor vetoes the same.