Explanation
1. BACKGROUND
The Division of Refuse Collection utilizes Automated Side Loader Refuse Trucks in city-wide residential trash pick-up. The Department of Public Service and Fleet Management recognize the need to replace older trucks in its fleet beyond the useful service life of the vehicle.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005545). The Purchase Office opened formal bids on September 11th, 2014 for the purchase of eighteen (18) compressed natural gas (CNG) powered automated side loader (ASL) refuse trucks and received four bids in return.
The low bid was from McNeilus Truck & Manufacturing. However, McNeilus failed to submit the addendum pages with their bid, making their bid non-responsive. McNeilus also took exception to bid specifications 3.3.1.29.2 (Lift Arm Mechanism) and 3.3.1.29.6 (Location of CNG tanks within the body).
The Department of Public Service recommends award of the contract to the lowest, responsive, responsible and best bidder, ESEC Corporation dba Columbus Peterbilt (34-1285858). Award will be made to Columbus Peterbilt for their bid with Heil Durapack 7000 bodies.
Items will be awarded as follows:
Item # |
Description |
Qty. |
Unit Cost |
Total Cost |
1 |
22-27 CY CNG ASL Trucks |
14 |
$290,327.00 |
$4,064,578.00 |
2 |
27 CY CNG ASL Trucks |
4 |
$292,727.00 |
$1,170,908.00 |
3 |
Hydraulic/Pneumatic Hopper Cover |
0 |
$0.00 |
$0.00 |
4 |
Training |
1 |
$0.00 |
$0.00 |
5 |
Inspection Trip |
1 |
$1,500.00 |
$1,500.00 |
Award will be for fourteen (14) of item #1, four (4) of item #2, one (1) of #4 and one (1) of item #5. It has been determined hydraulic/pneumatic hopper covers, item #3, will not be awarded. As part of the contract cost, the city will send representatives to the manufacturing facility for inspections. The amount of this expense is $1,500.00.
The total amount of this contract will be $5,236,986.00
2. CONTRACT COMPLIANCE
The contract compliance number for Columbus Peterbilt is 34-1285858 and expires 03/20/2016.
3. FISCAL IMPACT
This expense is budgeted within the 2014 Capital Improvement Budget, Fund 703. An amendment to the capital improvement budget is necessary to establish funding authority in the proper project for this expenditure.
Title
To amend the 2014 Capital Improvements Budget; to authorize the City Auditor to transfer cash and appropriation within the Refuse Bonds Fund; To authorize the Finance & Management Director to enter into one (1) contract for the purchase of 18 Automated Side Loader Refuse Trucks with Compressed Natural Gas (CNG) from Columbus Peterbilt and to establish funding for Division of Refuse Collection personnel to inspect the vehicles during the manufacturing; to authorize the expenditure of $5,236,986.00 within the Refuse Bonds Fund. ($5,236,986.00)
Body
WHEREAS, there is a need to replace Automated Side Loading Refuse Collection Trucks for the Department of Public Service, Division of Refuse Collection; and
WHEREAS, the Purchasing Office advertised and solicited formal bids and on September 11th, 2014 the Department of Public Service selected the lowest, responsive, responsible and best bids; and
WHEREAS, it is necessary to amend the 2014 CIB to provide proper authority for this expenditure; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2014 Capital Improvements Budget authorized within ordinance 0683-2014 be amended to provide sufficient authority for this project as follows:
Fund / Project Number / Project / Current Authority / Amended Authority / Authority as Amended
703 / 520001-100004 / Mechanized Collection System - Front Box Loaders (Voted 2013) / $900,000.00 / $24,816.98 / $924,816.98 (To Match Cash)
703 / 520001-100003 / Mechanized Collection System - Automated Side Loaders (Voted 2013) / $2,795,163.00 / $1,366,606.00 / $4,161,769.00
703 / 520001-100004 / Mechanized Collection System - Front Box Loaders (Voted 2013) / $924,817.00 / ($924,817.00) / $0.00
703 / 520001-100006 / Mechanized Collection System - Semi-Automatic (Voted 2013) / $271,112.00 / ($271,112.00) / $0.00
703 / 520001-100007 / Mechanized Collection Equipment - Flatbed Trucks (Voted 2013) / $201,300.00 / ($33,953.00) / $167,347.00
703 / 520001-100009 / Mechanized Collection System - Knuckle Boom (Voted 2013) / $136,725.00 / ($136,725.00) / $0.00
SECTION 2. That the City Auditor be and is hereby authorized to increase appropriation within the Refuse Bonds Fund as follows:
Fund / Project Number / Project / OCA / OL3 / Current Appropriation / Amended Appropriation / Appropriation as Amended
703 / 520001-100004 / Mechanized Collection System - Front Box Loaders (Voted 2013) / 730104/ 6600/ $900,000.00 / $24,816.98 / $924,816.98 (To Match Cash)
SECTION 3. That the City Auditor be and is hereby authorized to transfer cash and appropriation within the Refuse Bonds Fund as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
703 / 520001-100004 / Mechanized Collection System - Front Box Loaders / 06-6600 / 730104 / $924,816.98
703 / 520001-100006 / Mechanized Collection System - Semi-Automatic / 06-6600 / 730106 / $271,112.02
703 / 520001-100007 / Mechanized Collection Equipment - Flatbed Trucks / 06-6600 / 730107 / $33,953.00
703 / 520001-100009 / Mechanized Collection System - Knuckle Boom / 06-6600 / 730109 / $136,725.00
Total: $1,366,607.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
703 / 520001-100003 / Mechanized Collection System - Automated Side Loaders / 06-6600 / 730103 / $1,366,607.00
SECTION 4. That the Finance and Management Director be and is hereby authorized to enter into one-time agreements as follows:
Columbus Peterbilt, 6240 Enterprise Pkwy Grove City, OH 43123, for the purchase of eighteen (18) CNG powered Automated Side Loading Refuse Trucks as specified in the bid and funding for city personnel to inspect the manufacturing facility, at a cost of $5,236,986.00
SECTION 5. That the expenditure of $5,236,986.00 or so much thereof as may be necessary is hereby authorized to be expended from the Refuse Bonds Fund, number 703, as follows for the Division of Refuse Collection, Dep-Div 59-02:
Fund / Project / O.L. 01-03 Codes / OCA code / Amount
703 / 520001-100003 / Mechanized Collection System - Automated Side Loaders / 06-6652 / 730103 / $5,236,986.00
SECTION 6. 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 7. 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 8. 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 9. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.