Explanation
BACKGROUND: This legislation is for the option to establish four universal term contracts (UTC) for CNG Powered Side Loader Refuse Trucks for the Department of Public Service, Refuse Division. The term of the proposed option contract would be approx. 2-1/2 years, expiring December 30, 2018. This contract will expedite the amount of time required to order vehicles over the next three years by establishing existing contracts for use by Department of Public Service.
A formal request for proposal (RFP) was solicited for the purchase of CNG Powered Side Loader Refuse Trucks.
Proposals were evaluated by a five (5) member committee, resulting in an award recommendation for two (2) different refuse truck bodies to Columbus Peterbilt and two (2) different refuse truck bodies to Stoops Freightliner.
BID INFORMATION: Solicitation SA006157 was advertised and proposals were opened on January 21, 2016. One hundred fifty-five (155) proposals were solicited (MBR: 4, M1A: 5, F1:1). Seven (7) responses were received.
An evaluation committee consisting of two representatives from the Department of Public Service, two from the Division of Fleet Management and one from the Equal Business Opportunity Office scored and ranked written proposals submitted by the offerors. Six finalists were invited to make oral presentations and of those four (4) were asked to submit pricing. After evaluating all offers and viewing presentations, in compliance with Columbus City Code Chapter 329, and the committee submitted final rankings.
Both Columbus Peterbilt coupled with Bell/Heil and Stoops Freightliner coupled with Bell/Heil received the same scoring, with 117.8 points of 130 points possible. Stoops Freightliner coupled with Best/Labrie was the next highest score with 115.0 points and Columbus Peterbilt coupled with Best/Labrie scored 113.2. Both of the top two offerors were tied and the other offerors were very close. There are differences between both cab and chassis providers in design and service and substantial differences in the refuse truck body design and operation.
There is interest in exploring how both of the cab and chassis functions with the different refuse bodies and the Committee was satisfied with both companies. Therefore committee recommended awarding the four contracts. The Department of Public Service anticipates ordering 16 vehicles in 2016 and additional trucks in 2017 and 2018. The orders for 2016 and 2017 will be divided between the 4 contracts and Refuse and Fleet will maintain service and maintenance records to determine the best overall to factor into the 2018 order.
In accordance with the Committee recommendations, the Purchasing Office recommends the award of four contracts as follows:
ESEC Corporation dba Columbus Peterbilt coupled with Bell Equipment/Heil Environmental
ESEC Corporation dba Columbus Peterbilt coupled with Best Equipment/LaBrie
Stoops Freightliner coupled with Bell Equipment/Heil Environmental
Stoops Freightliner coupled with Best Equipment/LaBrie
Competitive bidding is being waived for this purchase, as no provision exists within the City Code for such an evaluation process.
Contract Compliance:
Columbus Peterbilt CC#34-1285858 exp. 2/18/2018
Truck County of Indiana/Stoops Freightliner-Quality Trailer CC#46-5707116 exp. 6/17/2018
Emergency Designation: This legislation is to be considered an emergency measure because without emergency action no less than 37 days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: Funding to establish these option contracts is budgeted in the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter four contracts for the option to purchase CNG Powered Side Loader Refuse Trucks with ESEC Corporation, dba Columbus Peterbilt, and with Truck Country of Indiana/Stoops Freightliner - Quality Trailer; to authorize the expenditure of $4.00 to establish these contracts from the General Fund; to waive the competitive bidding provisions of City Code; and to declare an emergency. ($4.00)
Body
WHEREAS, the Department of Public Service, Refuse Division, has annual needs to purchase CNG Powered Side Loader Refuse Trucks; and
WHEREAS, a formal request for proposal (RFP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multi-departmental committee via Solicitation SA006157 resulting in the recommendation of a total of four awards, two awards to ESEC Corporation, dba Columbus Peterbilt, and two awards toTruck Country of Indiana/Stoops Freightliner - Quality Trailer; and
WHEREAS, it is in the city's best interest to waive the competitive bidding provisions of City Code Chapter 329 for this purchase in order to negotiate the best possible prices; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of CNG Powered Side Loader Refuse Trucks, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Purchasing Office, in that it is immediately necessary to authorize the Director to enter into contracts for the option to purchase CNG Powered Side Loader Refuse Trucks, 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 Finance and Management Director be and is hereby authorized to enter into the following contracts for the option to purchase CNG Powered Side Loader Refuse Trucks in accordance with Solicitation No. SA006157 until December 30, 2018, as follows:
ESEC Corporation dba Columbus Peterbilt coupled with Bell Equipment/Heil Environmental, $1.00
ESEC Corporation dba Columbus Peterbilt coupled with Best Equipment/LaBrie, $1.00
Stoops Freightliner coupled with Bell Equipment/Heil Environmental, $1.00
Stoops Freightliner coupled with Best Equipment/LaBrie, $1.00
SECTION 2. This Council finds it is in the best interest of the City of Columbus to waive the competitive bidding provisions of Columbus City Code Chapter 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $4.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 to pay the cost thereof.
DAX: 45-4501-02-62010-1000-100010-CW001-450104-0000
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 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.