Explanation
BACKGROUND: To authorize the Director of Finance and Management to enter into a contract with Southeastern Equipment Company Inc. for the purchase of one (1) Diesel Powered Compact Excavator. This equipment will be used by the Division of Water, Water Distribution Maintenance Section to service water distribution lines. This purchase was approved by Fleet Management and will replace Brass Tag #22446.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (RFQ015100). Ninety-two (92) bidders (2 MBE, 90 MAJ) were solicited and 4 (MAJ) bids were received and opened on April 2, 2020.
After a review of the bids, Southeastern Equipment Company Inc. was the apparent low bid with two bids for line ten (10). The first bid was the lowest with an alternate unit for line ten (10). However, the bid did not meet the specification for the minimum digging depth or the rated lift capacity.
Therefore the Division of Water recommends the award be made to Southeastern Equipment Company Inc. with their primary bid as the most responsive, responsible and best bidder for all items in the amount of $80,495.00.
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.
SUPPLIER: Southeastern Equipment Company Inc. Vendor#006684 CC#34-1503254 expires 3/05/22
FISCAL IMPACT: $80,495.00 is required for this purchase.
$0.00 was expended in 2019
$74,947.00 was expended in 2018
Title
To authorize the Director of Finance and Management to establish a contract with Southeastern Equipment Company Inc. for the purchase of one (1) Diesel Powered Compact Excavator for the Division of Water, Water Distribution Maintenance Section; and to authorize the expenditure of $80,495.00 from the Water Operating Fund. ($80,495.00)
Body
WHEREAS, the Purchasing Office opened formal bids on April 2, 2020 for the purchase of one (1) Diesel Powered Compact Excavator; and
WHEREAS, Southeastern Equipment Company Inc. provided two bids the lowest bid with an alternate unit for line 10 did not meet the bid specifications; and
WHEREAS, Southeastern Equipment Company Inc. also provided the primary bid as the most responsive, responsible and best bidder that did meet all the specifications of the bid; and
WHEREAS, the Division of Water recommends an award be made to the most responsive, responsible and best bidder, Southeastern Equipment Company Inc.; and
WHEREAS, the Diesel Powered Compact Excavator will be used by the Division of Water, Water Distribution Maintenance Section to service water distribution lines; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of Finance and Management to enter into a contract with Southeastern Equipment Company Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ015100 on file in the Purchasing Office; 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 for all items with Southeastern Equipment Company Inc. for the purchase of one (1) Diesel Powered Compact Excavator for the Division of Water in accordance with RFQ015100 specifications on file in the Purchasing Office.
SECTION 2. That the expenditure of $80,495.00 or as much thereof as may be needed is hereby authorized in Fund 6000 (Water Operating) 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.