Explanation
1. BACKGROUND:
To authorize the Director of Finance and Management to enter into a contract with FYDA Freightliner Columbus for the purchase of three (3) pothole patching trucks. This equipment will be used by the Division of Infrastructure Management to maintain city roadways and replaces existing units that are beyond useful life.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ013026). The Purchasing office solicited registered vendors and three (3) bids were received. FYDA Freightliner was the lowest complete and accurate bid that met specifications. The lowest bid did not meet the specifications for the heating, insulation, electrical systems or deck design components requested. After reviewing the bids, the Division of Infrastructure recommends an award be made to FYDA Freightliner in the amount of $525,470.00 as the responsive, responsible and best bidder.
Company Name Bid Amount City/State Majority/MBE/FBE
FYDA Freightliner Columbus $525,470.00 Columbus / OH Majority
ESEC Corporation $541,313.00 Grove City/ OH Majority
Thermo-Lay Manufacturing LLC $517,256.00 Billings/ MT Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against FYDA Freightliner.
2. CONTRACT COMPLIANCE:
FYDA Freightliner Columbus, Inc. Vendor#004301, CC#31-0789102, expires 6/21/20
3. FISCAL IMPACT:
Funding for this equipment is available with the Street and Highway Taxable Bond Fund (Fund 7708). An amendment to the 2019 Capital Budget and a transfer of funds are necessary to align funding for the expenditure.
4. EMERGENCY DESIGNATION:
The department requests emergency designation for this legislation so that this replacement equipment can be put into service as quickly as possible.
Title
To amend the 2019 Capital Improvement Budget; to authorize the transfer of cash and appropriation within the Street and Highway Taxable Bond Fund, to authorize the Director of Finance and Management to establish a contract with FYDA Freightliner Columbus, Inc. for the purchase of three (3) pothole patching trucks for the Division of Infrastructure Management; to authorize the expenditure of $525,470.00 from the Street and Highway Taxable Bonds Fund; and to declare an emergency. ($525,470.00)
Body
WHEREAS, the Purchasing Office opened formal bids on September 5, 2019 for the purchase of three pothole patching trucks and
WHEREAS, the Division of Infrastructure Management recommends an award be made to the responsive, responsible and best bidder, FYDA Freightliner Columbus Inc.; and
WHEREAS, the pothole patching trucks will be used to maintain city roadways; and
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget to establish authority within the correct project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation within Fund 7708, the Streets and Highways Taxable Bond Fund, to establish sufficient cash and appropriation for this expenditure; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to enter into a contract with FYDA Freightliner Columbus Inc. for the three pothole patching trucks in the amount of up to $525,470.00; 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 contract with FYDA Freightliner Columbus Inc. so that these replacement trucks 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 2019 Capital Improvements Budget authorized by ordinance 1326-2019 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7704/ P530163-100000 / Smart City Challenge (voted 2016 SIT) / $5,000,000 / ($5,000,000) / $0
7708/ P530163-100000 / Smart City Challenge (voted 2016 SIT) / $0 / $5,000,000 / $5,000,000
7708 / P530163-100000 / Smart City Challenge (voted 2016 SIT) / $5,000,000 / ($525,470) / $4,474,530
7708 / P530020-100027 / Street Equipment - Infrastructure (voted 2016 SIT) / $0 / $525,470 / $525,470
SECTION 2. That the transfer of appropriation in the amount of $525,470.00, or so much thereof as may be needed, is hereby authorized within Fund 7708 (Streets and Highways Taxable Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530163-100000, Object Class 06 (Capital Outlay) to Dept-Div 5911 (Infrastructure Management), Project P530020-100027, Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Finance and Management be and is hereby authorized to establish a contract with FYDA Freightliner Columbus Inc. for the purchase of three pothole patching trucks for the Division of Infrastructure Management in accordance with RFQ013026 specifications on file in the Purchasing Office.
SECTION 4. That the expenditure of $525,470.00 or as much thereof as may be needed is hereby authorized in Fund 7708, the Street and Highway Bonds 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 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 authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. 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 8. 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.