Explanation
1. BACKGROUND
The Division of Refuse Collection utilizes rear 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 Chapter 329 (Solicitation SA005594). The Purchase Office opened formal bids on August 27th, 2015 for the purchase of six (6) compressed natural gas (CNG) powered rear loader (RL) refuse trucks. Eight bids were received; none of the bidders could meet all the specifications.
Bids from McNeilus Truck, Best Equipment and Columbus Peterbilt took exception to specification 3.3.1.21.2 and 3.3.1.21.5. These specifications outline the body length and overall truck length.
Worldwide Equipment of Ohio, Inc. took exception to specifications 3.3.1.10.4 (cannot provide turn radius documentation), 3.3.1.12.1 (cannot provide power windows) and 3.3.1.13.1 (cannot provide corner windows in the cab).
After review, the Department of Public Service recommends bid waiver and to contract with Columbus Peterbilt (34-1285858) for their lowest bid with Loadmaster Bodies. Items will be contracted as follows:
|
Item # |
Description |
Qty. |
Unit Cost |
Total Cost |
|
1 |
22-27 CY CNG ASL Trucks |
6 |
$213,630.00 |
$1,281,780.00 |
|
1A |
27 CY CNG ASL Trucks |
0 |
$214,080.00 |
$0.00 |
|
2 |
Hydraulic Cart Lifter |
1 |
$4,250.00 |
$4,250.00 |
|
2A |
Hydraulic Cart Grabber |
5 |
$5,350.00 |
$26,750.00 |
|
3 |
Snow Plow Option |
0 |
No Bid |
No Bid |
|
4 |
Training |
1 |
$0.00 |
$0.00 |
|
5 |
Inspection Trip |
2 |
$1,800.00 |
$1,800.00 |
Award will be for six (6) of item #1, one (1) of item #2, five (5) of #2A, one (1) of item #4 and one (1) of item #5. Items 1A and 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 $1,800.00.
The total amount of this contract will be $1,314,580.00.
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 2015 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.
4. EMERGENCY DESIGNATION
Emergency Action is requested so that a purchase order can be issued as soon as possible, thereby ensuring that the Division of Refuse has the equipment to pick up the daily waste stream of the City of Columbus residents.
Title
To amend the 2015 Capital Improvements Budget; to authorize the City Auditor to transfer cash and appropriation within the Refuse Bonds Fund; to waive the competitive bidding provisions of Columbus City Code; to authorize the Finance & Management Director to enter into one (1) contract for the purchase of 6 Rear 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 $1,314,580.00 within the Refuse Bonds Fund; and declare an emergency. ($1,314,580.00)
Body
WHEREAS, there is a need to replace rear 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 August 27th, 2015 the Department of Public Service; and
WHEREAS, after a review of the bid, the Department of Public Service recommends that it is in the best interest of the city to waive the competitive bidding provisions of Chapter 329 in order to accept the offer made by Columbus Peterbilt, for six (6) rear loading CNG trucks as specified in the bids; and
WHEREAS, it is necessary to amend the 2015 CIB to provide proper authority for this expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Refuse Collection, in that it is immediately necessary to enter into contract for an option to purchase rear loader trucks with Compressed Natural Gas (CNG) Option, 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 2015 Capital Improvements Budget authorized within ordinance 0557-2015 be amended to provide sufficient authority for this project as follows:
Fund / Project Number / Project / Current Authority / Amended Authority / Authority as Amended
703 / 520001-100009 / Mechanized Collection System - Knuckle Boom (Voted 2013) / $980,000.00 / ($364,580.00) / $615,420.00
703 / 520001-100005 / Mechanized Collection System - Rear Loader (Voted 2013) / $950,000.00 / $364,580.00 / $1,314,580.00
SECTION 2. 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 / 520001-100009 / Mechanized Collection System - Knuckle Boom / 06-6600 / 730103 / $364,580.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
703 / 520001-100005 / Mechanized Collection System - Rear Loader / 06-6600 / 730105 / $364,580.00
SECTION 3. 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 six (6) CNG powered rear loading refuse trucks as specified in the bid and funding for city personnel to inspect the manufacturing facility, at a cost of $1,314,580.00
SECTION 4. That the expenditure of $1,314,580.00 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 / 520001-100005 / Mechanized Collection System - Rear Loader / 06-6652 / 730105 / $1,314,580.00
SECTION 5. 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 6. 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 7. 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 8. That this Council finds it in the best interests of the City to waive the competitive bidding provisions of Chapter 329 of Columbus City Code.
SECTION 9. 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.