Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into a contract with Southeastern Equipment Company, Inc. for the purchase of one (1) paver with a trailer for the Department of Public Service, Division of Infrastructure Management. The Division of Infrastructure Management will use it to improve various roadways in Columbus. The City of Columbus, Fleet Management Division, approved the one (1) paver with a trailer. The paver with a trailer is replacing BT-20596.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code, Chapter 329 relating to competitive bidding (Solicitation RFQ012589) through Vendor Services. The City received two (2) bids on June 27, 2019, (both majority) and tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Southeastern Equipment Company, Inc. $221,700.00 Dublin, OH Majority
Holden Industries, Inc. $32,358.00 South West City, MO Majority
The Department of Public Service, Division of Infrastructure is requesting to waive bidding provisions of City Code Chapter 329, enter directly into contract with Southeastern Equipment Company, Inc., and to establish a purchase order with Southeastern Equipment Company, Inc. to purchase the paver with a trailer. Southeastern Equipment Company, Inc. was the only bidder to submit a bid with a paver and trailer together. However, the vendor did not submit its exceptions to the bid in the allocated time, which makes them non-responsive, requiring a bid waiver. The bid waiver for Southeastern Equipment Company, Inc. allows the Division of Infrastructure Management to receive the new paver with a trailer around the time of the new mill machine, which work in tandem to improve roadway in Columbus.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Southeastern Equipment Company, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Southeastern Equipment Company, Inc. is CC006684 and expires on 6/60/2021.
3. FISCAL IMPACT
This is a budgeted expense within the Municipal Motor Vehicle Tax Fund (Fund 2266).
4. EMERGENCY DESIGNATION
Emergency action is requested to ensure the Division of Infrastructure Management receives the paver with a trailer as soon as possible so it can work in tandem with the milling machine to improve roadways for the public.
Title
To authorize the Director of Finance and Management, on behalf of the Department of Public Service, Division of Infrastructure Management, to enter into contract with Southeastern Equipment Company, Inc. for a paver with a trailer to improve the roadways of Columbus; to waive the competitive bidding provisions of City Code Chapter 329; to authorize the expenditure of $221,700.00 from the Municipal Motor Vehicle Tax Fund (Fund 2266), and to declare an emergency. ($221,700.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management needs to purchase one (1) paver with a trailer to improve the roadways of Columbus; and
WHEREAS, this purchase has been approved by Fleet Management Division; and
WHEREAS, the Purchasing Office opened formal bids on June 27, 2019, for one (1) paver with a trailer for the Division of Infrastructure Management; and
WHEREAS, Southeastern Equipment Company, Inc. submitted a bid in the amount of $221,700.00 and is the only vendor to bid a paver and a trailer together; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 for purchases from Southeastern Equipment Company, Inc. because of shorter lead time for products to be received; and
WHEREAS, funds are available in the Municipal Motor Vehicle Tax Fund (Fund 2266) for this expense; and
WHEREAS, it has become necessary in the usual daily operation in the Department of Public Service to authorize the Director of Finance and Management to enter into a contract and authorize the expenditure with Southeastern Equipment Company, Inc. in accordance with the terms, conditions, and specifications of Solicitation Number: RFQ012589 on file in the Purchasing Office; 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 Finance and Management Director to enter into contract with Southeastern Equipment Company, Inc. so that this replacement paver can be put into service as quickly 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 be and is hereby authorized to establish a contract with Southeastern Equipment Company, Inc. for the purchase of one (1) paver with a trailer.
SECTION 2. That the expenditure of $221,700.00 or as much thereof as may be needed, is hereby authorized in Fund 2266, (Municipal Motor Vehicle Tax Fund), Dept-Div 5911 (Division of Infrastructure Management) in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds it in the City’s best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329.
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 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 6. 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.