Explanation
BACKGROUND: To authorize the Director of Finance and Management to enter into a contract with Utility Truck Equipment, Inc. for the purchase of one (1) Plug-In Hybrid Electric 60-Foot Digger/Derrick Truck with Utility Body, for the Department of Public Service, Division of Traffic Management.
These heavy duty trucks will be used to remove, replace, and service traffic poles.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ009586). Fifty-three (53) bidders (2 F1, 5 MBE, 4 MBR, 42 MAJ) were solicited and one (1 MAJ) bid was received and opened on July 26, 2018.
After a review of the bid, the Division of Traffic Management recommends the award be made to Utility Truck Equipment, Inc., the lowest, responsive, and best bidder for Item No’s 1 and 3, for a grand total of $405,445.00. The Division wishes not to purchase Item No’s 2 and 4.
Utility Truck Equipment, Inc. is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
SUPPLIER: Utility Truck Equipment, Inc. Vendor #004562 CC# 31-0989420, expires 7/25/20 (MAJ)
FISCAL IMPACT: Funds are available for this expenditure from the Street and Highway Bonds Fund, Fund 7704. A transfer within the Street and Highway Bonds Fund will be necessary as well as an amendment to the 2018 Capital Improvements Budget.
Title
To authorize the Director of Finance and Management to establish a contract with Utility Truck Equipment, Inc. for the purchase of one (1) Plug-In Hybrid Electric 60-Foot Digger/Derrick Truck with Utility Body, for the Division of Traffic Management; to authorize a transfer and expenditure within the Street and Highway Bonds Fund; and to authorize an amendment to the 2018 Capital Improvements Budget. ($405,445.00)
Body
WHEREAS, the Purchasing Office opened formal bids on July 26, 2018, for one (1) Plug-In Hybrid Electric 60-Foot Digger/Derrick Truck with Utility Body, for the Division of Traffic Management; and
WHEREAS, the Division of Traffic Management recommends an award be made for Item No’s 1 and 3, to the lowest, responsive, and responsible and best bidder, Utility Truck Equipment, Inc.; and
WHEREAS, the Division of Traffic Management will use the one (1) Plug-In Hybrid Electric 60-Foot Digger/Derrick Truck with Utility Body to remove, replace, and service traffic poles; and
WHEREAS, it is necessary to authorize a transfer and expenditure within the Street and Highway Bond Fund, for the Division of Traffic Management; and
WHEREAS, it is necessary to authorize an expenditure within the Street and Highway Bonds Fund, for the Division of Traffic Management; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditures; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Service, Division of Traffic Management, to authorize the Director of Finance and Management to enter into a contract with Utility Truck Equipment, Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ009586 on file in the Purchasing Office; for the immediate preservation of public health, peace, property and safety; 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 establish a contract for Item No’s 1 and 3 with Utility Truck Equipment, Inc. for the purchase of one (1) Plug-In Hybrid Electric 60-Foot Digger/Derrick Truck with Utility Body, for the Division of Traffic Management, in accordance with RFQ009586 specifications on file in the Purchasing Office.
SECTION 2. That the 2018 Capital Improvements Budget is hereby amended, in Fund No. 7704 - Street and Highway Bonds Fund as follows:
Fund / Project ID / Project Name / Current Authority / Change / Amended Authority
7704 / P530020-100027 (carryover) / Street Equipment - Infrastructure Mgt. / $365,773 / -$39,672 / $326,101
7704 / P530020-100026 (carryover) / Street Equipment - Traffic Mgt. / $365,773 / +$39,672 / $405,445
SECTION 3. That the transfer of $39,672.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Street and Highway Bonds Fund) from Dept-Div 5911 (Division of Infrastructure Management), Project P530020-100027 (Street Equipment - Infrastructure Management), Object Class 06 (Capital Outlay) to Dept-Div 5913 (Division of Traffic Management), Project P530020-100026 (Street Equipment - Traffic Management), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $405,445.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Street and Highway Bonds Fund) Dept-Div 5913 (Division of Traffic Management), Project P530020-100026 (Street Equipment - Traffic Mgt.), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 7. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 8. 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 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.