Explanation
1. BACKGROUND
The Department of Public Service, Division of Infrastructure Management, utilizes pothole patchers in their operations for street maintenance. Infrastructure Management and Fleet have determined a pothole patcher needs to be replaced that is beyond its useful life and a second pothole patcher needs to be replaced due to age and maintenance. The new units will be CNG powered.
The City's Purchasing Office issued a formal bid for pothole patchers through RFQ006268. Two bids were received and both bids were evaluated. The bidders were FYDA Freightliner and ESEC Corporation. Bids were tabulated as follows:
|
Line # |
Description |
FYDA FREIGHTLINER |
ESEC CORP |
|
10 |
Specified Pothole Patcher (Bergkamp Electric) |
$251,828.00 |
No Bid |
|
10b |
Alternate Pothole Patcher (HD Industries Electric) |
$207,407.00 |
$221,641.00 |
|
20 |
Hooklift Option |
$347,447.00 |
No Bid |
|
30 |
Inspection |
Included |
$2,500.00 |
|
40 |
Training |
Included |
$1,525.00 |
After review of the bids, the Department of Public Service recommends award to the following vendor as the lowest, responsive and responsible bidder:
FYDA Freightliner: Line items #10, #30, and #40.
FYDA Freightliner was the only vendor to submit a bid for the specified pothole patcher. Both vendors submitted bids for an alternate patcher body, but this body does not meet the specifications of the bid. The Bergkamp patcher body includes a swing auger system (Specification 3.3.22.1) that is not provided by the alternate company. The hooklift option will not be awarded.
The total cost for two pothole patchers will be $503,656.00. This purchase will be funded through Fund 2266, the Municipal Motor Vehicle Tax Fund .
2. FISCAL IMPACT: $503,656.00 is budgeted for this purchase within Fund 2266, the Municipal Motor Vehicle Tax Fund.
3. CONTRACT COMPLIANCE
FYDA Freightliner's contract compliance number is CC004301 and expires 6/8/19.
4. EMERGENCY DESIGNATION
The department requests emergency action to ensure the timely availability of said equipment.
Title
To authorize the Director of Finance and Management to enter into contract with FYDA Freightliner for the purchase of two CNG powered Pothole Patchers for the Department of Public Service; to authorize the expenditure of $503,656.00 from Fund 2266, the Municipal Motor Vehicle Tax Fund; and to declare an emergency. ($503,656.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, is responsible for street maintenance throughout the City; and
WHEREAS, the Division needs to replace two pothole patchers in their operations; and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract; and
WHEREAS, a formal bid was conducted by the City's Purchasing Office for pothole patchers; and
WHEREAS, an acceptable bid was received in response to the formal bid request; and
WHEREAS, this purchase has been approved by the Fleet Management Division; and
WHEREAS, this purchase has been budgeted within the Municipal Motor Vehicle Tax Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Infrastructure Management, in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract immediately to ensure the timely availability of equipment, 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 Director of Finance and Management is hereby authorized to enter into contract and establish a purchase order for two CNG powered pothole patchers in accordance with RFQ006268, which is on file with the City’s Purchasing Office, per the following:
FYDA Freightliner Columbus, Inc.
1250 Walcutt Rd, Columbus, OH 43228
Award of Line items #10, #30 and #40
Total Amount: $503,656.00
SECTION 2. That the expenditure of $503,656.00, or so much thereof as may be needed, is hereby authorized in Fund 2266 Municipal Motor Vehicle Tax Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. 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.