Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Finance and Management to enter into contract with Evolution Ag, LLC, for the purchase of four tractors, to enter into contract with Kalida Truck Equipment, Inc., for the purchase of four twin flail mowers, and to issue purchase orders as necessary for the purchase of the equipment on behalf of the Department of Public Service, Division of Infrastructure Management. The Division of Infrastructure Management will use the equipment for roadside mowing throughout the City of Columbus. The City of Columbus, Fleet Management Division, approved the four tractors with four twin flail mowers. The new equipment will replace equipment that has reached the end of its 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 (Solicitation RFQ015460) through Vendor Services. The City received five bids for the tractors on May 14, 2020, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Ag-Pro Ohio, LLC $256,124.27 Hilliard, OH Majority
Evolution Ag, LLC $274,000.00 Plain City, OH Majority
Tiger Corporation $296,756.00 Sioux Falls, SD Majority
Kenn-Feld Group, LLC $274,902.08 Van Wert, OH Majority
Zimmer Tractor $279,152.00 Monroe, OH Majority
The lowest bid was deemed unresponsive due to the bidder’s proposal stating their bid did not comply with four sections of the bid specifications. The award is to be made to Evolution Ag, LLC, as the lowest responsive and responsible and best bidder for Line 10 (tractors) and Line 30 (training) of its bid for $274,000.00.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Evolution Ag, LLC.
The City received four bids for the twin flair mowers on May 14, 2020, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Tiger Corporation $113,148.00 Sioux Falls, SD Majority
Zimmer Tractor $134,746.32 Monroe, OH Majority
Kalida Truck Equipment, Inc. $145,648.00 Kalida, OH Majority
Evolution Ag, LLC $170,204.80 Plain City, OH Majority
The lowest bid was deemed unresponsive due to the bidder’s proposal stating their bid did not comply with four sections of the bid specifications. The second lowest bid was deemed unresponsive due to the bidder’s proposal stating their bid did not comply with one section of the bid specifications. The award is to be made to Kalida Truck Equipment, Inc., as the most responsive and responsible and best bidder for Line 20 (mowers) for its bid of $145,648.00.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Kalida Truck Equipment, Inc.
2. CONTRACT COMPLIANCE:
The contract compliance number for Evolution Ag, LLC, is CC009396 and expires 9/19/2020.
The contract compliance number for Kalida Truck Equipment, Inc., is CC032304 and expires 6/11/2022.
3. FISCAL IMPACT:
This is a budgeted expense within the Streets and Highways Bond Fund, Fund 7704, Project P530020-100027 (Street Equipment - Infrastructure Management). Funds are appropriated.
4. EMERGENCY DESIGNATION:
The department requests emergency designation for this legislation so this replacement equipment can be put into service as quickly as possible to replace equipment that is beyond its useful life or that has already been retired.
Title
To authorize the Director of Finance and Management to enter into contracts and establish purchase orders with Evolution Ag for the purchase of four tractors and with Kalida Truck Equipment for the purchase of four twin flail mowers for the Department of Public Service; to authorize the expenditure of up to $419,648.00 from the Streets and Highways Bond Fund for the purchases; and to declare an emergency. ($419,648.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, needs to purchase four tractors with four twin flail mowers to be used for roadside mowing throughout the City of Columbus; and
WHEREAS, this purchase has been approved by the Fleet Management Division; and
WHEREAS, the Purchasing Office received formal bids on May 14, 2020, for four tractors with four twin flail mowers for the Division of Infrastructure Management; and
WHEREAS, Evolution Ag, LLC, submitted a bid in the amount of $274,000.00 for tractors and is the lowest responsive and responsible and best bidder; and
WHEREAS, Kalida Truck Equipment, Inc., submitted a bid in the amount of $145,648.00 for twin flail mowers and is the lowest responsive and responsible and best bidder; and
WHEREAS, it is necessary to expend funds to pay for the equipment; 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 Evolution Ag, LLC and Kalida Truck Equipment, Inc., so this replacement equipment can be put into service as quickly as possible to replace equipment that is beyond its useful life or that has already been retired, 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 the Department of Finance and Management be and is hereby authorized to establish contracts and purchase orders with Evolution Ag, LLC, for the purchase of four tractors, and with Kalida Truck Equipment, Inc., for the purchase of four twin flail mowers, for the Department of Public Service.
SECTION 2. That the expenditure of $419,648.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5911 (Infrastructure Management), Project P530020-100027 (Street Equipment - Infrastructure Management), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance 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 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 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.