Explanation
1. BACKGROUND
The Division of Infrastructure Management utilizes multiple asphalt distributors and chip spreaders for the Alley Rehabilitation Program for the City of Columbus. Infrastructure Management and Fleet have determined units need to be replaced that are beyond their useful life. It was also determined this purchase would be conducted through the request for proposal process; two proposals were received. After review of proposals and presentations, it has been determined to recommend award of a contract as follows:
The McLean Company (006445)
3155 E 17th Ave.
Columbus, OH 43219
34-0762688
Number of Employees: 40
The McLean Company was the only vendor to submit a complete and correct proposal. Through review of their proposal, one (1) diesel powered asphalt distributor truck and one (1) variable width chip spreader will be purchased. The Division of Fleet Management has approved this purchase. Because this bid was conducted as a request for proposal, a bid waiver will be necessary as no provision exists within the City Code for such an evaluation process.
The total cost for this equipment will be $465,000.00.
The Division of Infrastructure Management is also in need of two sets of plows and salt spreaders for two (2) new trucks received for their fleet. PR168681 is currently with the Purchasing Office for bid. This ordinance will also authorize funds for the award of the bid associated with this purchase requisition. After review of the bids, the Department of Public Service recommends award as the lowest, responsive and responsible bidder:
Ace Truck Body Inc. (004484)
PO Box 459
Grove City, OH
31-0936828
Number of Employees: 20
The lowest bid was received from KE Rose, but it did not meet all specifications. The specifications called for the spreader unit not to exceed 35 inches in height, the unit proposed by KE Rose is 40 inches in height.
The Total cost for this equipment will be $34,086.00
2. FISCAL IMPACT: These purchases will be funded through Fund 2266, the Municipal Motor Vehicle Tax Fund. $499,086.00 will be authorized for expenditure by this ordinance. This legislation also authorizes the supplemental appropriation of $2,742.00 for capital expenses within the Municipal Motor Vehicle Tax Fund. Funds to be appropriated will come from the unappropriated balance available within Fund 2266.
3. 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 The McLean Company for the purchase of one (1) Asphalt Distributor, one (1) Chip Spreader; to authorize the Director of Finance and Management to enter into contract with Ace Truck Body Inc. for the Snow & Ice Equipment for the Department of Public Service; to authorize the expenditure of $499,086.00 from Fund 2266, the Municipal Motor Vehicle Tax Fund; to waive the competitive bidding provisions of the Columbus City Code; and to declare an emergency. ($499,086.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, is responsible for street maintenance and alley rehabilitation throughout the City; and
WHEREAS, the Division needs to replace equipment; and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract; and
WHEREAS, a request for proposal was conducted by the City's Purchasing Office for alley rehabilitation equipment; and
WHEREAS, a proposal was accepted in response to the request for proposal; and
WHEREAS, this purchase has been approved by the Fleet Management Division; and
WHEREAS, because this bid was conducted as a request for proposal, a waiver of formal bidding provisions of Columbus City Code 329 will be necessary as no provision exists within the City Code for such an evaluation process; and
WHEREAS, the Division of Infrastructure Management is also in need of two sets of plows and salt spreaders for two (2) new trucks received for their fleet. This ordinance will authorize contract with Ace Truck Body Inc. for RFQ006940; 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 contracts 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 from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2017, the sum of $2,742.00 is appropriated in the Municipal Motor Vehicle Tax Fund, Fund 2266 in Object Class 06 Capital Outlay per the account codes in the attachment to this ordinance.
SECTION 2. That the Director of Finance and Management is hereby authorized to enter into contract and establish a purchase order for one (1) Asphalt Distributor and one (1) Chip Spreader in accordance with RFQ005257, which is on file with the City’s Purchasing Office:
The McLean Company (006445)
3155 E 17th Ave.
Columbus, OH 43219
34-0762688
Number of Employees: 40
Total Amount: $465,000.00
SECTION 3. That the Director of Finance and Management is hereby authorized to enter into contract and establish a purchase order for two sets of plows and salt spreaders for two (2) new trucks received for their fleet from bid RFQ006940:
Ace Truck Body Inc. (004484)
PO Box 459
Grove City, OH
31-0936828
Number of Employees: 20
Total Amount: $34,086.00
SECTION 4. That the expenditure of $499,086.00, 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 5. That this Council finds it in the best interest of the City of Columbus to waive the competitive bidding provisions of Columbus City Code Chapter 329 for the purchase of one asphalt distributor and one chip spreader.
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 10 days after its passage if the Mayor neither approves nor vetoes the same.
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