Explanation
1. BACKGROUND
The Division of Refuse Collection utilizes flatbed trucks for the deployment of both refuse and recycling containers. 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 city will establish one-time contracts for the purchase of two (2) 16ft flatbed trucks with Compressed Natural Gas (CNG). The terms of the proposed contracts are from the date of execution by the city up to and including the manufacturer's build out date. The city will secure two (2) F450 cab and chasses through the utilization of the light duty truck universal term contract.
The Purchasing Office opened formal bids on January 8, 2015 for the up-fitting of flatbed bodies with accessories and the installaltion of the CNG kits onto the F450 cab and chasses. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005696). Only one bid was received per line item. Due to the vendor not meeting specification for line item 1 and the model year listed for the cab & chasses in the specifications can no longer be purchased, it is in the best interest of the City and the Department of Public Service to waive bid and award contracts as follows:
Line Item #1 - Ace Truck Body, Inc
Line Item #2 - Almared, Inc. (DBA A-1 Alternative Fuel Systems)
The city will secure two (2) F450 cab and chasses through the universal term contract with Byers Ford, FL005473.
The total estimated expenditure for these purchases is $150,000.00
2. CONTRACT COMPLIANCE
Ace Truck Body, Inc # 31-0936828, expires 9/22/2016
Almared, Inc. (DBA A-1 Alternative Fuel Systems) # 77-0284624, expires 12/11/2015
Byers Ford Lincoln Mercury # 31-4139860, expires 12/17/2015
3. FISCAL IMPACT
This expense is budgeted within the 2015 Capital Improvement Budget
4. EMERGENCY DESIGNATION
This legislation is requested to be heard as an emergency to ensure that the CNG Flatbed Truck available for immediate use.
Title
To authorize the Finance & Management Director to enter into contracts and a purchase order for two (2) 16ft Flatbed Trucks powered by Compressed Natural Gas (CNG); to request a waiver of competitive bidding requirements of Chapter 329 of Columbus City Code; to authorize the expenditure of $150,000.00 within the Refuse G.O. Bonds Fund; and to declare an emergency. ($150,000.00)
Body
WHEREAS, there is a need to replace flatbed trucks for the Department of Public Service, Division of Refuse Collection; and
WHEREAS, Byers Ford received the contract FL005473 which expires 5/31/15 (per SA004729 and SA004728 respectfully). New solicitations out for bid to replace Byers Ford when they expire 5/31/15 (SA005761 and SA005794 respectfully); and
WHEREAS, The Purchase Office opened formal bids (SA005696) on January 8, 2015 for the up-fitting of flatbed bodies and accessories onto F450 cab and chasses and the conversion of F450 trucks to CNG; and
WHEREAS, due to the vendor not meeting specification for line item one, it is in the best interest of the city and the Department of Public Service to waive competitive bidding requirements; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Service, Division of Refuse Collection, in that it is immediately necessary to purchase said CNG refuse trucks for the 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 Finance and Management Director be and is hereby authorized to enter into one-time agreements as follows:
Ace Truck Body, Inc.
SA005696/BI006516
$31,358.00
Almared, Inc.
SA005696/BI006516
$45,000.00
F450 Cab & Chasses
FL005473 or Contract associated with SA005761 and SA005794
$73,642.00
Total: $150,000.00
SECTION 2. That the expenditure of $150,000.00 or so much thereof as may be necessary is hereby authorized to be expended from the Refuse G.O. Bonds Fund, number 703, as follows for the Division of Refuse Collection, Dep-Div 59-02:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA code / Amount
703 / 520001-100007 / Mechanized Collection Equipment - Flatbed Trucks / 06-6652 / 730107 / $150,000.00
SECTION 3. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of Chapter 329 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.