Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into contract and issue purchase orders as needed with Jack Doheny Companies for the purchase of four 3-wheel street sweepers, and with Northeast Sweeper & Rentals for the purchase of one 4-wheel vacuum street sweeper with a catch basin cleaner. These purchases will be made for the Department of Public Service, Division of Infrastructure Management.
The Division of Infrastructure Management will use the equipment to clean streets throughout the City of Columbus as part of its Street Sweeping Program. The City of Columbus, Fleet Management Division, approved the purchase of this equipment to 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 RFQ015405) through Vendor Services. The City received two bids for the 3-wheel street sweepers on May 28, 2020, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
The Safety Company $786,000.00 Bedford, OH Majority
Jack Doheny Companies, Inc. $1,044,922.18 Northville, MI Majority
The lowest bid (The Safety Company) was deemed unresponsive due to the bidder’s not submitting the required documents. The second-lowest bid (Jack Doheny Companies) met all but one of the specifications for the 3-wheel street sweepers. City Council’s approval to waive the City’s competitive bidding requirements is required to award the contract for the 3-wheel street sweepers to Jack Doheny Companies for their bid of $1,044,922.18.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Jack Doheny Companies.
The City received two bids for the 4-wheel vacuum street sweeper with a catch basin cleaner on May 28, 2020, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
The Safety Company $188,585.00 Bedford, OH Majority
Northeast Sweepers & Rentals $276,413.20 Fairfield, NJ Majority
The lowest bid was deemed unresponsive due to the bidder’s not submitting the required documents. The award is to be made to Northeast Sweepers & Rentals as the lowest responsive and responsible and best bidder for Line 20 (4-wheel street sweepers), Line 30 (inspection trip), and Line 40 (training service) of its bid of $276,413.20.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Northeast Sweepers & Rentals, Inc.
2. WAIVER OF COMPETITIVE BIDDING REQUIREMENTS
The Department of Public Service requests City Council’s approval to waive the competitive bidding provisions of Columbus City Code Chapter 329 and requests City Council’s approval to award the 3-wheel street sweepers to Jack Doheny Companies for Line 10 (3-wheel street sweepers), Line 30 (inspection trip), and Line 40 (training service) for its bid of $1,044,922.18. Jack Doheny Companies bid has the sweeper’s main broom at 66 inches long compared to the bid specification requiring the sweeper’s main broom to be a minimum of 68 inches long. The Department of Public Service, Division of Infrastructure Management, has determined the 2-inch difference in the length of the main broom will not affect the operation of the Street Sweeping Program, as the vendor’s bid for the overall sweeping width meets bid specifications and is the same overall sweeping width of current 3-wheel sweepers.
3. CONTRACT COMPLIANCE
The contract compliance number for Jack Doheny Companies is CC007536 and expires on 5/21/2021. The contract compliance number for Northeast Sweepers & Rentals is CC028721 and expires on 4/14/2022.
4. FISCAL IMPACT
Funds are available and appropriated for these purchases within the Streets and Highways Bond Fund, Fund 7704. It is necessary to amend the 2019 Capital Improvement Budget to establish sufficient budget authority in the proper project. Cash and appropriation will need to be transferred between projects within Fund 7704 to establish sufficient cash for the proper project.
5. EMERGENCY DESIGNATION
The department requests emergency designation for this ordinance so this equipment can be put into service as quickly as possible to prevent interruption to, or disruption of, the City’s Street Sweeping Program.
Title
To amend the 2019 Capital Improvement Budget; to transfer cash and appropriation between projects within the Streets and Highways Bond Fund; to waive the competitive bidding provisions of Columbus City Code; to authorize the Director of Finance and Management to enter into contracts with Jack Doheny Companies and with Northeast Sweepers & Rentals for the purchase of street sweeping equipment; to authorize the expenditure of up to $1,321,335.38 from the Streets and Highways Bond Fund to purchase the equipment; and to declare an emergency. ($1,321,335.38)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, needs to purchase four 3-wheel street sweepers and one 4-wheel vacuum street sweeper with catch basin cleaner to clean the streets throughout the City of Columbus; and
WHEREAS, this purchase has been approved by the City’s Fleet Management Division; and
WHEREAS, the Purchasing Office received formal bids on May 28, 2020, for four 3-wheel street sweepers and one 4-wheel vacuum street sweeper with catch basin cleaner for the Division of Infrastructure Management; and
WHEREAS, Jack Doheny Companies submitted a bid in the amount of $1,044,922.18 for four 3-wheel street sweepers; and
WHEREAS, it is in the City’s best interest to waive the competitive bidding provisions of City Code Chapter 329 to allow this purchase since the 2-inch difference in the length of the main broom will not affect the operation of the Street Sweeping Program, as the vendor’s bid for the overall sweeping width meets bid specification and is the same overall sweeping width of the current 3-wheel sweepers; and
WHEREAS, Northeast Sweepers & Rentals submitted a bid in the amount of $276,413.20 for one 4-wheel street sweeper and is the lowest responsive and responsible and best bidder; 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 contracts with and to issue purchase orders to Jack Doheny Companies and Northeast Sweepers & Rentals in accordance with the terms, conditions, and specifications of Solicitation Number RFQ015405 on file in the Purchasing Office; and
WHEREAS, it is necessary to amend the 2019 Capital Improvement Budget to establish budget authority within the correct project; and
WHEREAS, it is necessary to authorize a transfer of cash and appropriation within Fund 7704, the Streets and Highways Bond Fund, to establish sufficient cash to pay for the project; 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 in that it is immediately necessary to authorize the Finance and Management Director to enter into contracts with Jack Doheny Companies and Northeast Sweepers & Rentals so this equipment can be put into service as quickly as possible to prevent interruption to, or disruption of, the City’s Street Sweeping Program, 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 budget authority for this project:
Fund / Project / Project Name / Current / Change / C.I.B. as Amended
7704 / P530104-100004 / Alley Rehabilitation - Misc. (Voted 2019 SIT Supported) / $2,350,000.00 / ($1,294,828.00) / $1,058,377.00
7704 / P530020-100027 / Street Equipment - Infrastructure Management (Voted 2019 SIT Supported) / $428,397.00 / $1,294,828.00 / $1,720,020.00
SECTION 2. That the transfer of $1,294,828.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530104-100004 (Alley Rehabilitation - Misc.), Object Class 06 (Capital Outlay) to Dept-Div 5913 (Traffic Management), Project P530020-100027 (Street Equipment - Infrastructure Management), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding provisions of Columbus City Code Chapter 329 relating to the bid submitted by Jack Doheny Companies for the purchase of four 3-wheel street sweepers and approves awarding Line 10 (3-wheel street sweepers), Line 30 (inspection trip), and Line 40 (training service) of the bid to Jack Doheny Companies for its bid of $1,041,717.20.
SECTION 4. That the Director of Finance and Management be and is hereby authorized to establish contracts with and issue purchase orders to Jack Doheny Companies for the purchase of four 3-wheel street sweepers and Northeast Sweepers & Rentals for the purchase of one 4-wheel vacuum street sweeper with catch basin cleaner.
SECTION 5. That the expenditure of $1,321,335.38, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5913 (Traffic 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 6. 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 7. 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 8. 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 9. 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.