Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish one (1) Universal Term Contract (UTC) for the option to purchase Single and Tandem Axle Compressed Natural Gas (CNG) Dump Trucks with and without Snow Removal Equipment for the Department of Public Service and all city agencies. The term of the proposed option contract would be three (3) years, expiring June 30, 2021. This contract will expedite the delivery of dump trucks, by establishing a Universal Term Contract for use by City agencies. This UTC will replace an existing agreement to procure the same equipment that was originally awarded in 2014.
A formal request for proposal (RFP) was solicited on for the purchase of four (4) vehicle types:
• Single Axle CNG Dump Trucks with Snow Removal Equipment
• Single Axle CNG Dump Trucks without Snow Removal Equipment
• Tandem Axle CNG Dump Trucks with Snow Removal Equipment
• Tandem Axle CNG Dump Trucks without Snow Removal Equipment
Proposals were evaluated by a three (3) member committee, based upon various criteria including experience, quality of proposal, competence, and price, resulting in an award recommendation to Fyda Freightliner Columbus, Inc. for all truck types.
BID INFORMATION: Request for Quote RFQ007192 was advertised and proposals were opened on December 14, 2017. Three (3) responses were received.
An evaluation committee consisting of one (1) representative from the Department of Public Service, two (2) from the Department of Public Utilities and one (1) from Division of Fleet Management that provide technical expertise. Each member of the committee scored and ranked written proposals submitted by the offerors. All three offerors were invited to make oral presentations and then submitted pricing. After evaluating all offers and viewing three presentations the committee submitted final rankings.
Fyda Freightliner Columbus, Inc. received the highest score, with 127.67 points of 130 points possible. AMG Peterbilt received the second highest score, with 112.33 points; followed by ESEC Corporation with 106 points. The cost proposal from Fyda Freightliner offered the best pricing on each vehicle type that included snow removal equipment. Due to the final score for Fyda, the committee was satisfied with awarding one (1) company all truck types based on the best value and lowest vehicle cost to the City.
The request for purchase of the Single and Tandem Axle Dump Trucks with and without Snow Equipment used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the RFP and the lowest cost of other equipment as options for each vehicle type.
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, when this request was originally published.
In accordance with the committee recommendations, the Purchasing Office recommends to award one contract to the following:
Contract Compliance:
Fyda Freightliner Columbus, Inc. Vendor Number #004301 exp. 11/7/2019
Estimated Annual Expenditure: $800,000
Emergency Designation: The Finance and Management Department respectfully requests this legislation be considered an emergency in order to expedite the procurement process so that vehicles may be available for the 2018-2019 snow season.
The 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 this option contract is from 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 a Universal Term Contract (UTC) for the option to purchase Single and Tandem Axle Compressed Natural Gas (CNG) Dump Trucks with and without Snow Removal Equipment with Fyda Freightliner Columbus, Inc.; to authorize the expenditure of $1.00 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, the Department of Public Utilities and other agencies have ongoing needs to purchase Single and Tandem Axle Compressed Natural Gas (CNG)Dump Trucks with and without Snow Removal 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 Quote RFQ007192 resulting in the recommendation to award Fyda Freightliner Columbus, Inc.; and
WHEREAS, a waiver of competitive bidding is necessary for this purchase as the procurement code does not yet allow an RFP process for materials and supplies; 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 a contract for the option to purchase Single and Tandem Axle CNG Dump Trucks with and without Snow Removal 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 contract for the option to purchase Single and Tandem Axle CNG Dump Trucks with and without Snow Removal Equipment in accordance with Request for Quote No. RFQ007192 until June 30, 2021, as follows:
Fyda Freightliner Columbus, Inc., Single Axle and Tandem Axle CNG Dump Trucks with and without Snow Removal Equipment, $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 Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
SECTION 3. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in 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 reason 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.