Explanation
1. BACKGROUND
The Division of Planning and Operations, Traffic Maintenance, utilizes line spraying trucks throughout the City of Columbus for line striping of City streets and roadways. This equipment will replace a unit that is beyond its useful service life and provide for more reliable equipment to carry out services provided by the Division. This purchase is consistent with the division's replacement program. The Division of Fleet Management is in agreement with the need to replace this unit.
The Purchasing Office opened formal bids May 16th, 2013 for the purchase of one (1) Spray Lining Truck for the Division of Planning & Operations. Two complete bids were received:
Company Diesel Cost CNG Cost Status
M-B Companies, Inc. $482,914.00 $522,287.00 Majority
(New Holstein, WI)
Mark Rite Lines Equipment Company, Inc. $533,160.00 $572,260.00 Majority
(Billings, MT)
The bids were reviewed based on meeting specifications and overall cost proposals. Bids were requested for alternative fuel options, bids were received for a compressed natural gas (CNG) powered truck. The bids have now expired.
The delay in award recommendation was due to in-depth review of the low bidder and concerns of purchasing the vehicle CNG powered without a proper facility to house it. The Department of Public Service is requesting bid waiver due to the bids being now expired and a new bid will not be a better result.
Department of Public Service recommends an award be made to M-B Companies, Inc. (FID No. 39-1208304).
Award will be made for Item #1 and Items #3 through #8. Item # 2 will not be awarded, it has been determined that this equipment will be diesel powered.
The cost for this expenditure is $482,914.00
3. FISCAL IMPACT
Funds for this expenditure are budgeted in the 2013 C.I.B within the Streets and Highways Fund, no. 704.
4. EMERGENCY DESIGNATION
Emergency action is requested to ensure equipment is received as soon as possible so that it can replace the unit that is beyond its useful life.
Title
To authorize the Director of Finance and Management to establish a purchase order for the purchase of one (1) spray lining truck from M-B Companies, Inc.; to waive competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $482,914.00 from the Street and Highway Bond Fund; and to declare an emergency. ($482,914.00)
Body
WHEREAS, the Division of Planning and Operations is responsible for street and traffic maintenance throughout the City, and
WHEREAS, the Division of Planning and Operations is in need of equipment to carryout services to the citizens of Columbus, and
WHEREAS, this purchase has been approved by the Fleet Management Division, and
WHEREAS, funds are available in the Street and Highway Bond Fund for this expense, and
WHEREAS, waiving competitive bidding provisisions of the Columbus City Code Section 329.06 is requested , 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 a purchase order for one (1) spray linging truck in the amount of $482,914.00 with the following vendor:
M-B Companies Inc.
1615 Wisconsin Ave.
PO Box 200
New Holstein, WI 53061-0200
SECTION 2. That the sum of $482,914.00 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways Fund, number 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount.
704 / 530020-100000 / Street Equipment (Voted) / 06-6651 / 591246 / $482,914.00
SECTION 3. That in accordance with Section 327.27 of the Columbus City Code, City Council has determined that it is in the best interest of the City of Columbus that Section 329.06 relating to formal competitive bidding requirements be waived and hereby waives said section.
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 10 days after its passage if the Mayor neither approves nor vetoes the same