Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into contract with Carmen’s Distribution System, Inc. for the purchase of a Riding Floor Scrubber. This equipment will be used to clean the interior parking and vehicle garages at the Fleet Management facility.
Formal bids were solicited via RFQ013329 and the City received eight (8) bids on August 30, 2019 as follows:
Contract Sweepers & Equipment $13,202.00 *bid did not meet specifications*
Carmen’s Distribution System, Inc. $15,814.42 [Alternative Bid] *bid did not meet specifications*
Technology International, Inc. $18,292.60 *bid did not meet specifications*
Hillyard, Inc. $18,702.57 *bid did not meet specifications*
Carmen’s Distribution System, Inc. $18,769.82
Toyota Material Handling Ohio $20,588.07
Hillyard, Inc. $21,600.85 [Alternative Bid]
Allan San Diego $27,934.80
There were four bids that were deemed non-responsive to the specifications. The equipment proposed by the following bidders did not meet the specifications listed below:
1. Alternative bid submitted by Carmen’s Distribution System, Inc. did not meet the minimum power specification.
2. Bid submitted by Contract sweepers & Equipment did not meet the drive motor specification.
3. Bid submitted by Hillyard, Inc. did not meet the minimum vacuum motor horse power and brush RPM specifications.
4. Bid submitted by Technology International, Inc. did not meet the 10ft spray hose specification.
Therefore, the Fleet Management Division recommends the bid award be made to the lowest, responsive, and responsible bidder, Carmen’s Distribution System, Inc.
Carmen’s Distribution System, Inc. vendor# 005749; CC#: 31-1657058; Expires 3-8-2020
FISCAL IMPACT: This ordinance authorizes an expenditure of $18,769.82 from the Fleet Management Operating Fund, with Carmen’s Distribution System, Inc. for the purchase of a riding floor scrubber. The Fleet Management Division budgeted $25,000.00 in their operating budget for this expenditure.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to enter into contract with Carmen’s Distribution System, Inc. for the purchase of a riding floor scrubber; and to authorize the expenditure of $18,769.82 from the Fleet Management Fund. ($18,769.82)
Body
WHEREAS, it is necessary to purchase a riding floor scrubber for use by the Fleet Management Division in order to keep the garage floors safe and without debris and/or spills, and
WHEREAS, the Fleet Management Division advertised and solicited formal bids pursuant to RFQ013329 and opened bid responses on August 30, 2019 and selected the lowest responsive, and responsible and best bidder, Carmen’s Distribution System, Inc., and
WHEREAS, this contract with Carmen’s Distribution System, Inc. shall be awarded at the earliest period allowed by law; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to enter into contract with Carmen’s Distribution System, Inc. for the purchase of a riding floor scrubber.
SECTION 2. That the expenditure of $18,769.82, or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved per the accounting codes in the attachment to this ordinance:
See Attached File: Ord 2754-2019 Legislation Template.xls
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 contract or contract modifications associated with this ordinance.
SECTION 5. 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 such project that the project has been completed and the monies are no longer required for such project; except that no transfer shall be made from a project account funded by monies from more than one source.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.