Explanation
BACKGROUND: The purpose of this ordinance is to authorize the Director of Finance and Management to enter into an option contract for Anti-Icing/Deicing Equipment for the Department of Public Service. The Department of Public Service needs to add additional units to remove snow and ice during the snow season. This equipment will be used throughout the city to ensure roadways are safe for the citizens to travel. The term of the proposed option contract would be three (3) years, expiring December 30, 2020. This contract will expedite the delivery of Anti-Icing/Deicing Equipment, 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 Anti-Icing/Deicing Equipment.
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 Bell Equipment.
BID INFORMATION: Request for Proposal RFQ004782 was advertised and proposals were opened on April 20, 2017. Two (2) responses were received.
An evaluation committee consisting of three representatives [one each from the Department of Public Service, the Division of Fleet Management, and the Department of Finance and Management] scored and ranked written proposals submitted by the offerors. Both offerors 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.
Bell Equipment received the highest score, with 124.75 points of 130 points possible. Pricing was not requested from HYO dba PENGWYN based upon the equipment offered not being used within the U.S. long enough to verify its durability. The cost proposal from Bell Equipment offers catalog pricing for replacement parts and additional equipment needed during the snow season.
In accordance with the Committee recommendations, the Purchasing Office recommends the award as follows:
The contract for the option to purchase Anti-Icing/Deicing Equipment to Bell Equipment.
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:
Bell Equipment CC# 381941706 exp. 8/17/2019
Estimated Annual Expenditure: $500,000
EMERGENCY DESIGNATION
The department requests emergency action to ensure the timely availability of said equipment.
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 Anti-Icing/Deicing Equipment with Bell Equipment; 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 Anti-Icing/Deicing Equipment; 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 RFQ004782 resulting in the recommendation of one award to Bell Equipment; 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 Anti-Icing/Deicing Equipment, 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 authorize the Director to enter into contract with Bell Equipment for the option to purchase Anti-Icing/Deicing 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 Finance and Management Director is hereby authorized to enter into the following contracts for the option to purchase Anti-Icing/Deicing Equipment in accordance with Request for Proposal No. RFQ004782 until December 30, 2020, as follows:
Bell Equipment, Anti-Icing/Deicing Equipment, $1.00.
SECTION 2. That this Council finds it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund, Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance to pay the cost thereof.
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.