Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into contract and issue purchase orders as needed with Esec Corporation for the purchase of two spray injection pothole patcher trucks. This purchase will be made for the Department of Public Service, Division of Infrastructure Management.
The Division of Infrastructure Management will use the equipment to maintain and repair the streets throughout the City of Columbus. 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 RFQ015685) through Vendor Services. The City received two bids for the spray injection pothole patcher trucks on July 23, 2020, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Esec Corporation $462,460.00 Grove City, OH Majority
Leader Machinery Company $448,090.00 Monroe, OH Majority
The lowest bid was deemed unresponsive due to the bidder not meeting the specification of the cab and chassis. The award is to be made to Esec Corporation as the lowest responsive and responsible and best bidder for all lines of its bid of $462,460.00.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Esec Corporation.
2. CONTRACT COMPLIANCE
The contract compliance number for Esec Corporation is CC006602 and expires on 4/15/2021.
3. 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.
4. 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 pothole patching program.
Title
To amend the 2019 Capital Improvement Budget; to transfer cash and appropriation between projects within the Streets and Highways Bond Fund; to authorize the Director of Finance and Management to enter into contracts with Esec Corporation for the purchase of spray injection pothole patcher trucks; to authorize the expenditure of up to $462,460.00 from the Streets and Highways Bond Fund to purchase the equipment; and to declare an emergency. ($462,460.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, needs to purchase two spray injection pothole patcher trucks to maintain and repair 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 July 23, 2020, for two spray injection pothole patcher trucks for the Division of Infrastructure Management; and
WHEREAS, Esec Corporation submitted a bid in the amount of $462,460.00 for two spray injection pothole patcher trucks 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 Esec Corporation in accordance with the terms, conditions, and specifications of Solicitation Number RFQ015685 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 Esec Corporation so this equipment can be put into service as quickly as possible to prevent interruption to, or disruption of, the City’s pothole patching 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) / $1,055,172.00 / ($462,460.00) / $592,712.00
7704 / P530020-100027 / Street Equipment - Infrastructure Management (Voted 2019 SIT Supported) / $1,723,225.00 / $462,460.00 / $2,185,685.00
SECTION 2. That the transfer of $462,460.00, 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 5911 (Infrastructure 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 the Director of Finance and Management be and is hereby authorized to establish contracts with and issue purchase orders to Esec Corporation for the purchase of two spray injection pothole patcher trucks.
SECTION 4. That the expenditure of $462,460.00, 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 5. 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 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 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 8. 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.