Explanation
1. BACKGROUND
The Division of Refuse Collection utilizes Manual 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 City of Columbus Purchasing Department advertised RFP002502 for the one time purchase of six (6) manual side loading refuse collection trucks. Bids were opened on September 22, 2016; four (4) bids were received. The lowest bid received was from FYDA Freightliner; however their bid was for diesel powered trucks and will not be awarded; specifications called for compressed natural gas (CNG) powered trucks.
After review of the three remaining bids. The Department of Public Service recommends bid waiver of City Code 329 to contract for additional trucks with requested optional line items. These additional trucks with allow the Refuse Collection manual side loader fleet to remain efficient and effective in operations. The Division of Refuse Collection has a need for these types of trucks in certain areas of the City of Columbus. The Department of Public Service recommends contracting with vendors as follows:
Line Item 10: Columbus Truck & Equipment (Mack) to be awarded three (3) complete trucks from this line. These trucks will be CNG powered cab over style with 16 cubic yard G-S Products MP8000 bodies.
No award for Line Item 20
Line Item 30: Valley Ford Truck Inc. (Crane Carrier) to be awarded three (3) cab/chassis from this line. Cab/chassis will be CNG powered cab over style with dual stand-up drive.
Line Item 40: Valley Ford Truck Inc. (Crane Carrier) to be awarded three (3) items from this line. This will be for 16 cubic yard Shu-Pak PK-1 Bodies.
Line Item 50: Valley Ford Truck Inc. (Crane Carrier) to be awarded a quantity of three (3) of this line for cab/chassis inspections.
Line Item 60: No bids were received from the awarded vendors for this line for the appropriate trucks.
These awards will give the City of Columbus six (6) complete manual side loading trucks. Total cost of these awards will be approximately $1,480,000.00.
2. FISCAL IMPACT
This expense is budgeted within the 2016 Capital Improvement Budget, Fund 7703. An amendment to the capital improvement budget is necessary to establish funding authority in the proper project for this expenditure.
3. EMERGENCY DESIGNATION
This legislation is to be considered an emergency to established purchasing contracts quickly to ensure efficient delivery of the refuse trucks for the Department of Public Service.
Title
To amend the 2016 Capital Improvements Budget; to authorize the City Auditor to transfer cash and appropriation within the Refuse Bonds Fund; to authorize the Finance and Management Director to enter into contracts for the purchase of Manual Side Loader Refuse Trucks with Compressed Natural Gas (CNG) from Columbus Truck & Equipment and Valley Ford Truck; to establish funding for Division of Refuse Collection personnel to inspect the vehicles during the manufacturing; to waive the competitive bidding provisions of City Code Chapter 329; to authorize the expenditure of $1,480,000.00 within the Refuse Bonds Fund; and declare an emergency. ($1,480,000.00)
Body
WHEREAS, there is a need to replace Manual Side Loading Refuse Collection Trucks for the Department of Public Service, Division of Refuse Collection; and
WHEREAS, the Purchasing Office advertised and solicited a formal bids for the purchase of CNG powered manual side loader (MSL) refuse trucks; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 to contract for additional trucks with requested optional line items; and
WHEREAS, it is necessary to amend the 2016 Capital Improvement Budget to provide proper authority for this expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Finance & Management to enter into contracts to purchase CNG powered manual 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 2016 Capital Improvements Budget authorized within ordinance 0960-2016 be amended to provide sufficient authority for this project as follows:
Fund / Project Number / Project / Current Authority / Amended Authority / Authority as Amended
7703 / P520004-100005 / Alum Creek Remediation - Facility Improvements (Voted Carryover) / $740,525.00 / ($401,994.00) / $338,531.00
7703 / P520006-100001 / Georgesville Road - Facility Improvements (Voted Carryover) / $1,038,500.00 / ($1,038,500.00) / $0.00
7703 / P520001-100006 / Mechanized Collection System - Semi-Automated Trucks (Voted Carryover) / $1.00 / $1,440,494.00 / $1,440,495.00
SECTION 2. That the transfer of $1,440,494.00, or so much thereof as may be needed, is hereby authorized between projects within Fund 7703 Refuse Collection Bond Fund per the account codes in the attachment to this ordinance:
SECTION 3. That the Finance and Management Director be and is hereby authorized to enter into contracts as follows:
Columbus Truck and Equipment Center, LLC.
1688 E. 5th Ave
Columbus, OH 43219
Three (3) 16CY Manual Side Loading Refuse Trucks with G-S Products bodies
Cost: $654,400.00
Valley Ford Truck, Inc.
5715 Canal Rd.
Cleveland, OH 44125
Three (3) 16CY Dual Stand-up Manual Side Loading Refuse Trucks with Shu-Pak bodies
Cost: $825,600.00
SECTION 4. That this Council finds it in the City's best interest to waive the competitive bidding requirements of City Code Chapter 329 to enter into said contracts.
SECTION 5. That the expenditure of $1,480,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7703 Refuse Collections Bonds Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
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 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.