Explanation
BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a contract with Almared, Inc. for the purchase of a Compressed Natural Gas (CNG) Engine Conversion and K.E. Rose Co. Ltd., for the purchase of a Nine Foot Dump Body and Accessories. The CNG conversion and Nine Foot Dump Body and Accessories will be used by the Division of Water to up-fit a Ford F550XL 4X2 standard cab unit. The unit will be used by the Division of Water, Distribution Maintenance Section. This vehicle is used primarily by water maintenance crews assigned to maintain the water distribution system. This unit will transport employees, tools, materials, and equipment needed to complete repairs to water mainlines and valves. Examples of use of the vehicle would include the hauling of excavated material and equipment such as jackhammers and hydraulics to job sites.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005567). Sixty-Two (62) vendors (60 MAJ, 2 MBR) were solicited and three (3) bids (3 MAJ) were received and opened on September 25, 2014. Byers Ford LLC bid was the only bidder on Item #1, (Cab & Chassis)however the company failed to submit all required information specifically warranty information. Byers Ford LLC was given an opportunity to clarify their bid and submit the missing information, but did not respond. Therefore, Byers Ford LLC bid has been deemed non-responsive. This item will be purchased from the Light Duty Truck Citywide UTC. The Division of Water recommends the following awards be made to the lowest responsive and responsible and best bidders.
Item #2 (CNG Conversion) to Almared, Inc. for an award amount of $22,500.00.
Item #3 (Truck Body) to KE Rose Co. Ltd. for an award amount of $18,725.00.
The total awarded amount for both items are $41,225.00
This purchase was approved by Fleet Management as a replacement vehicle for Crew Truck, BT-21810, a 2005 vehicle with over 142,000 miles. The City's replacement schedule for this type of vehicle is 8 years. In support of the Mayor's Get Green Columbus initiative, the vehicle is powered by a compressed nature gas engine (CNG). The vendors listed below are not certified with MBE/FBE status.
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
SUPPLIER: Almared, Inc., 77-0284624 expires 12/11/15
K.E. Rose Co. Ltd., 31-1233819 expires 12/13/14
FISCAL IMPACT: $41,225.00 is budgeted for this purchase.
$508,365.74 was expended for a similar purchase in 2013.
$253,497.80 was expended for a similar purchase in 2012.
Title
To authorize the Director of Finance and Management to enter into a contract with Almared, Inc. for the purchase of a Compressed Natural Gas (CNG) Engine Conversion, and with K.E. Rose Co. Ltd. for the purchase of a Nine Foot Dump Body and Accessories for the Division of Water and to authorize the expenditure of $41,225.00 from the Water Operating Fund. ($41,225.00)
Body
WHEREAS, the purchase of a F550 with Dedicated CNG and Dump Body will be used by the Division of Water, Distribution Maintenance Section. This vehicle is used primarily by water maintenance crews assigned to maintain the water distribution system. This unit hauls employees, tools, materials and equipment needed to complete repairs to mainlines and valves. Examples of use would include the hauling of excavated material and equipment such as jackhammers and hydraulics to job sites; and
WHEREAS, the apparent low bidder on item #1 (Cab and Chassis) was Byers Ford LLC, however the company failed to submit required warranty information. The company was afforded an opportunity to submit the information but did not respond, therefore the bid submitted was deemed non-responsive, and
WHEREAS, the Cab and Chassis will be purchased from an existing Universal Term Contract (UTC), and
WHEREAS, the Division of Water recommends an award to be made to the lowest responsive and responsible and best bidders, K.E. Rose Co. Ltd., Almared, Inc.; and
WHEREAS, a contract will be issued by the Purchasing Office in accordance with the terms, conditions and specifications of Solicitation Number: SA005567 on file in the Purchasing Office; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to establish contracts with Almared, Inc., 28342 Glenview Drive, Elkhart, IN 46514 for the purchase of a Compressed Natural Gas (CNG) Engine Conversion and with K.E. Rose Co. Ltd., 4545 Chambersburg Road, Huber Heights, OH 45424 for the purchase of a Nine Foot Dump Body and Accessories for the Division of Water, in accordance with specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $41,225.00 or so much thereof as may be needed, is hereby authorized from Dept/Div 60-09, Water Operating Fund 600, OCA 602730, Object Level One 06, Object Level Three 6652, to pay the cost thereof.
SECTION 3. 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 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.