Explanation
Background: This ordinance authorizes the Finance and Management Director to establish a purchase order with Ace Truck Body Inc., in the amount of $79,968.00 for the up-fit of v-plow and electric hopper spreaders on six (6) Ford F250 and F350 trucks per the results of bid RFQ015861 for use by the Recreation and Parks Department, the Refuse Collection Division, and the Facilities Management Division. The V-plows and spreaders are used by the departments to plow snow and spread snow melt at their facilities and around the community. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. Four bids were received and opened for RFQ015861 on July 16, 2020 as follows:
Ace Truck Body Inc., (CC#: 31-0936828, exp. 2/27/22, MAJ) $79,968.00
Abutilon Co., Inc., (CC#: 34-1792157) $91,136.00
*Quality Truck & Body Equipment, (CC#: 34-1085422, exp. 3/17/22, MAJ) $72,456.00
Quality Truck & Body Equipment’s bid was deemed non-responsive as they did not provide the required proposal documents. The Bidder Guide for RFQ015861 stated that Reference Pages, Subcontractor Information, Experience Documentation, Literature, and Warranty documents must be completed and attached to the bid response and “Failure to submit the listed documents may be cause for rejection of your bid.”
The Finance and Management Department recommends a bid award be made to Ace Truck Body Inc., as the lowest, most responsive and responsible bidder.
Ace Truck Body Inc., - Vendor #004484
Fiscal Impact: This ordinance authorizes an appropriation and expenditure of $79,968.00 from the Special Income Tax Fund with Ace Truck Body Inc., for the up-fit of v-plow and electric hopper spreaders on six (6) Ford F250 and F350 trucks. Funding for this acquisition is budgeted within the Special Income Tax Fund for 2020 citywide vehicle acquisitions. The Department of Finance and Management budgeted $9.0 million in the Special Income Tax Fund for 2020 Citywide Vehicle Acquisitions and up-fitting. The Fleet Management Division expended $4.1 million in 2019 and $6.5 million in 2018 from the Special Income Tax Fund for the purchase of vehicles and associated up-fitting for General Fund Departments.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order with Ace Truck Body Inc., for the up-fit of V-Plow and Electric Hopper Spreaders various trucks; and to authorize the appropriation and expenditure of $79,968.00 from the Special Income Tax fund. ($79,968.00)
Body
WHEREAS, the City has a need for up-fitting for a v-plow and electric hopper spreaders on six (6) Ford F250s or F350s, and
WHEREAS, the Purchasing Office advertised a formal bid (RFQ015861) on June 19, 2020, and
WHEREAS, the Finance and Management Department recommends a bid award to Ace Truck Body Inc., as the overall most responsive, and responsible bidder, and
WHEREAS, funding for this acquisition is budgeted and available within the Special Income Tax fund, and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Fleet Management Division, to authorize the Finance and Management Director to establish a purchase order with Ace Truck Body Inc., for the up-fit of v-plow and electric hopper spreaders on six (6) Ford F250s or F350s; 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 establish a purchase order with Ace Truck Body Inc., for the up-fit of v-plow and electric hopper spreaders on six (6) Ford F250 and F350 trucks, as follows:
Request for Quotation RFQ015861: Ace Truck Body Inc., $79,968.00
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2020, the sum of $79,968.00 is appropriated in the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06, per the account codes in the attachment to this ordinance:
See Attached File: Ord 1803-2020 Legislation Template.xls
SECTION 3. That the expenditure of $79,968.00, or so much thereof as may be necessary in regard to the actions authorized in Sections 1 and 2, be and is hereby authorized and approved from the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 1803-2020 Legislation Template.xls
SECTION 4. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.