Explanation
BACKGROUND: This ordinance authorizes the purchase of one (1) midship mounted aerial platform for the Fire Division from Sutphen Corporation. The Fire Division has a need to replace apparatus that is beyond its useful life and has high maintenance costs. A formal request for proposal (RFP) was solicited for the purchase of one (1) midship mounted aerial platform, and evaluated by a seven (7) member committee, resulting in an award recommendation to Sutphen Corporation.
BID INFORMATION: Solicitation SA004849 was advertised and proposals were opened on April 4, 2013. Four (4) responses were received.
An evaluation committee consisting of three representatives from the Fire Division, two from the Fleet Management Division, one from the Public Safety Director's Office, and one from the Financial Management Division scored and ranked written proposals and oral presentations submitted by the offerors. The three finalists then submitted pricing. After evaluating all offers and viewing three presentations, in compliance with Columbus City Code 329.14(g), the committee submitted final rankings with Sutphen Corporation receiving the highest number of points. Competitive bidding is being waived for this purchase, as no provision exists within the City Code for such an evaluation process.
The cost proposal from Sutphen was $1,169,218.45. This price is almost $24,000 less than the amount paid for the midship mounted aerial platform purchased earlier this year.
Contract Compliance: Sutphen Corporation 310671786 exp. 2/14/14
Emergency Designation: This legislation is to be considered an emergency measure to allow for the immediate use of funds and immediate purchase of this apparatus.
FISCAL IMPACT: This project is funded in the 2013 Capital Improvements Budget.
Title
To authorize the Finance and Management Director to enter into a contract on behalf of the Department of Public Safety, Division of Fire, with Sutphen Corporation in accordance with Solicitation SA004849 for the purchase of one (1) midship mounted aerial platform, to waive the provisions of competitive bidding, authorize the expenditure of $1,169,218.45 from the Safety Voted Bond Fund, and to declare an emergency. ($1,169,218.45)
Body
WHEREAS, the Fire Division needs to purchase a midship mounted aerial platform; and
WHEREAS, a formal request for proposal (RFP) was solicited and evaluated by a multi-departmental committee via Solicitation SA004849 resulting in the recommendation of an award to Sutphen Corporation; and
WHEREAS, a waiver of competitive bidding is necessary for this purchase in order to negotiate the best possible price; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is necessary to purchase said custom built apparatus to replace vehicles with high maintenance costs, for the immediate preservation of 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 enter into a contract on behalf of the Public Safety Department, Fire Division with Sutphen Corporation for the purchase of one (1) midship mounted aerial platform ladder.
SECTION 2. This Council finds it is in the best interest of the City of Columbus to waive the competitive provisions of Section 329.06 of the Columbus City Codes to permit the aforementioned purchase.
SECTION 3. That for the purpose of paying the cost of this contract, the sum of $1,169,218.45 or so much thereof as may be needed, is hereby authorized to be expended from the Safety Voted Bond Fund as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
701 / 340101-100003 / Fire Apparatus Replacement - Platforms / Obj Lvl 1 06 - Obj Lvl 3 6652 / OCA 713403 / $1,169,218.45
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 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; except that no transfer shall be so made from a project account funded by monies from more than one source.
SECTION 6. 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.