Explanation
1. BACKGROUND
The Division of Traffic Management utilizes line spraying trucks throughout the City of Columbus for line striping of City streets and roadways. This equipment will replace a unit that is beyond its useful service life and provides for more reliable equipment to carry out services provided by the Division. This purchase is consistent with the Division's replacement program. The Fleet Management Division is in agreement with the need to replace this unit.
Proposals were evaluated by a three (3) member committee, based upon various criteria including competence, quality and feasibility, ability, past performance, and an environmentally preferable factor, resulting in an award recommendation to Mark Rite Lines Equipment Company, Inc., for the Spray-Lining Truck.
2. BID INFORMATION
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to best value competitive bidding (RFQ009691). The Purchasing Office opened Request for Quote RFQ009691 formal bids on July 12, 2018, for the purchase of one (1) Spray-Lining Truck for the Division of Traffic Management. The City of Columbus received two (2) responses.
The evaluation committee consisted of two (2) representatives from the Department of Public Service and one (1) from the Department of Finance and Management, Fleet Management Division. Each member of the committee scored and ranked written proposals submitted by the offerors. The evaluation committee invited both offerors to make oral presentations. After viewing two presentations, the committee submitted our final rankings without requesting price information for either offeror.
Mark Rite Lines Equipment Company, Inc. (MRL Equipment) received the highest score, with an average of 95.3 points of 100 points possible. M-B Companies, Inc., received the second highest score, with an average 56.3 points. The evaluation committee decided to reward MRL Equipment without requesting price information due to the large disparity in average score between the winning and losing offerors. Additionally, the committee determined to award MRL Equipment’s proposal without the secondary propulsion system. The Finance and Management Director, therefore, authorized negotiations with Mark Rite Lines Equipment Company, Inc. ($613,110.00)
Therefore, the Purchasing Office respectfully recommends to award one (1) contract to the following:
SUPPLIER: Mark Rite Lines Equipment Company, Inc., Vendor #010414, CC #010414, expires 8/13/2020.
The company 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.
3. FISCAL IMPACT
The Department of Public Serviced budgeted funds for this expenditure in the 2019 Municipal Motor Vehicle Tax Fund (Fund 2266).
4. EMERGENCY DESIGNATION
Emergency action is requested to ensure equipment is received as soon as possible so that it can replace the unit that is beyond its useful life.
Title
To authorize the Director of Finance and Management to enter into a contract and establish a purchase order for the purchase of one (1) Spray-Lining Truck from Mark Rite Lines Equipment Company, Inc.; to authorize the expenditure of $613,110.00 from the Municipal Motor Vehicle Tax Fund (Fund 2266); and to declare an emergency. ($613,110.00)
Body
WHEREAS, the Division of Traffic Management is responsible for street and traffic maintenance throughout the City, and
WHEREAS, the Division of Traffic Management is in need of equipment to carry out services to the citizens of Columbus, and
WHEREAS, the Fleet Management Division approved this purchase, and
WHEREAS, funds are available in the Municipal Motor Vehicle Tax Fund (Fund 2266) for this expense, and
WHEREAS, an emergency exists 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 and establish a purchase order for the purchase of one (1) Spray-Lining Truck from Mark Rite Lines Equipment Company, Inc. to ensure this equipment is received as soon as possible, 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 a contract and establish a purchase order for one (1) Spray-Lining Truck in the amount of $613,110.00 with the following vendor:
Mark Rite Lines Equipment Company, Inc.
5379 Southgate Dr
P.O. Box 31154
Billings, MT 59107-1154
SECTION 2. That the expenditure of $613,110.00 or so much thereof as may be needed, is hereby authorized in Fund 2266 (Municipal Motor Vehicle Tax Fund), Dept-Div 5913 (Traffic Management), 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 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.