Explanation
1. BACKGROUND
The Division of Planning and Operations utilizes rubber tire rollers and graders for road maintenance and road projects throughout the City of Columbus. These units will replace units that are beyond their useful service life 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. Two separate formal bids were done by the Purchasing Department for this equipment.
The Purchasing Office opened formal bids March 14, 2013 for the purchase of two (2) pneumatic rubber tire rollers for the Division of Planning & Operations. Three bids were received:
Company Roller Type Unit Cost Total Cost Status
Rudd Equipment Volvo PT125R $65,151.00 $130,302.00 Majority
(Columbus, OH)
Southeastern Equipment Co. Inc. Bomag BW11RH $68,900.00 $137,800.00 Majority
(Dublin, OH)
Ohio CAT Caterpillar CW14 $71,793.00 $142,986.00 Majority
(Columbus, OH)
In accordance with 329.06(a)(7), the bids were reviewed to determine the lowest responsive and responsible and best bidder. The lowest bidder (Rudd Equipment) was determined to be non-responsive for failure to return the bid addenda. The next low bidder (Southeastern) was non-responsive by not meeting the technical specification. The third bidder (Ohio Cat) is determined to be non-responsive due to high pricing. A bid waiver is being requested to award to Rudd Equipment. Rudd Equipment submitted their bid prior to the bid addendum being issued. For their bid to have been responsive, Rudd Equipment needed to submit the addenda pages prior to the bid opening date. After evaluating the bid from Rudd Equipment, it is clear that the bid did meet the technical specifications of the addenda. Waiving bid will save approximately $12,000.00.
The Department of Public Service recommends negotiating with Rudd Equipment (FIN #61-0445955) for two (2) pneumatic rubber tire rollers with options.
The estimated expenditure for this award is $130,302.00.
Brass Tags 20140 and 16941 will be replaced with this purchase.
The Purchasing Office opened formal bids March 21, 2013 for the purchase of one (1) compact motor grader for the Division of Planning & Operations. Two complete bids were received:
Company Grader Type Total Cost Status
Rudd Equipment LB Performance G700 $135,961.00 Majority
(Columbus, OH)
Ohio CAT NorAm 65E $149,393.00 Majority
(Columbus, OH)
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 Rudd Equipment as the lowest, responsive and responsible and best bidder for the compact motor grader with rippifier.
The estimated expenditure for this award is $135,961.00
Brass Tag 12086 will be replaced with this purchase.
The total amount to be awarded to Rudd Equipment is $266,263.00
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number is 61-0445955 and expires 10/10/2014.
3. FISCAL IMPACT
Funds for this expenditure are budgeted in the 2013 C.I.B within the Streets and Highways G.O. Bonds Fund, no. 704.
4. EMERGENCY DESIGNATION
Emergency action is requested to ensure equipment is recieved as soon as possible so that it can replace units that are beyond their useful life.
Title
To authorize the Director of Finance and Management to establish seperate purchase orders for the purchase of two (2) pneumatic rubber tire rollers and one (1) compact grader from Rudd Equipment Company; to waive competitive biddings for the purchase of two (2) pneumatic rubber tire rollers; to authorize the expenditure of $266,263.00 from the Street and Highway Improvement Fund; and to declare an emergency. ($266,263.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for repaving road surfaces throughout the City, and
WHEREAS, the Division of Planning and Operations is in need of two (2) pneumatic rubber tire rollers and one (1) compact grader, and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract, and
WHEREAS, it is necessary to waive bidding requirements in order to contract with Rudd Equipment, and
WHEREAS, this purchase has been approved by the Fleet Management Division and this equipment does not offer environmentally preferred fuel options at this time, and
WHEREAS, funds are available in the Street and Highway Improvement Fund for this expense, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations to ensure this equipment is received as soon as possible, 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 Director of Finance and Management is hereby authorized to establish separate purchase orders with Rudd Equipment Company, Inc. 4344 Polar Level Rd. Louisville, Kentucky 40213 for the purchase of two (2) pneumatic rubber tire rollers and one (1) compact grader in accordance with the specifications on file in the Purchasing Office.
SECTION 2. That the sum of $266,363.00 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, number 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount.
704 / 530020-100000 / Street Equipment (Carryover) / 06-6651 / 591246 / $266,363.00
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (formal Competitive Bidding) of the Columbus City Code
SECTION 4. 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 5. 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 6. 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 7. 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.