Explanation
BACKGROUND: The purpose of this ordinance is to authorize the Director of Finance and Management to enter into an option contract for Sign Installation Trucks for the Department of Public Service. 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 vehicles. The sign installation trucks are used to drill curbside holes to install and /or replace signs along the City's roadways. The term of the proposed option contract would be three (3) years, expiring December 30, 2018. This contract will expedite the delivery of sign installation trucks, by establishing a Universal Term Contract for use by the Department of Public Service.
A formal request for proposal (RFP) was solicited for the purchase of Sign Installation Trucks.
Proposals were evaluated by a five (5) member committee, based upon various criteria including experience, quality of proposal, competence, and price, resulting in an award recommendation to ESEC Corporation dba Columbus Peterbilt.
BID INFORMATION: Request for Proposal RFQ001490 was advertised and proposals were opened on June 16, 2016. Thirty-seven (37) proposals were solicited. Three (3) responses were received.
An evaluation committee consisting of three representatives from the Department of Public Service, one from the Division of Fleet Management and one from the Office of Diversity and Inclusion scored and ranked written proposals submitted by the offerors. Two finalists were invited to make oral presentations and then submitted pricing. After evaluating all offers and viewing two presentations, in compliance with Columbus City Code Chapter 329, the committee submitted final rankings.
ESEC Corporation dba Columbus Peterbilt received the highest score, with 109.2 points of 130 points possible. Fyda Freighliner of Columbus received the second highest score, with 103.6 points. The cost proposal from ESEC Corporation dba Columbus Peterbilt offered the best pricing on the vehicles with the cab-over style to shorten the overall length of the truck and increase maneuverability through the City's roadways than the conventional cab.
In accordance with the Committee recommendations, the Purchasing Office recommends the award as follows:
The contract for the option to purchase Sign Installation Trucks to ESEC Corporation dba Columbus Peterbilt.
Competitive bidding is being waived for this purchase, as the Request for Proposal provision within the City Code exists to award professional service contracts, not commodity contracts.
Contract Compliance:
ESEC Corporation dba Columbus Peterbilt CC#341285858 exp. 2/18/2018
Estimated Annual Expenditure: $500,000
Emergency Designation: This legislation is to be considered an emergency measure because without emergency action no less than thirty-seven (37) days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: Funding to establish the option contract 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 into contract for the option to purchase Sign Installation Trucks with ESEC Corporation, dba Columbus Peterbilt; to authorize the expenditure of $1.00 to establish the contract from the General Fund; to waive the competitive bidding provisions of City Code; and to declare an emergency. ($1.00)
Body
WHEREAS, the Department of Public Service has ongoing needs to purchase Sign Installation 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 Request for Proposal RFQ001490 resulting in the recommendation of one award to ESEC Corporation dba Columbus Peterbilt; and
WHEREAS, a waiver of competitive bidding is necessary for this purchase in order to evaluate per the RFP process for materials and supplies; 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 Sign Installation 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, Purchasing Office, in that it is immediately necessary to enter into contracts for the option to purchase Sign Installation 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 is hereby authorized to enter into the following contracts for the option to purchase Sign Installation Trucks in accordance with Request for Proposal No. RFQ001490 until December 30, 2018, as follows:
ESEC Corporation dba Columbus Peterbilt, Sign Installation Trucks, $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 $1.00 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.