Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Single and Tandem Axle Compressed Natural Gas (CNG), Diesel and Non-CDL Dump Trucks with and without Snow Removal Equipment for the Department of Public Service and all city agencies. The term of the proposed option contracts would be three (3) years, expiring December 31, 2023. These contracts will expedite the delivery of dump trucks, by establishing a Universal Term Contracts for use by City agencies. In the past, dump trucks, including those with snow removal equipment, were bid in each instance. These led to long delays in some instances, imperiling the City’s snow removal operations.
A formal best value proposal (BVP) was solicited for the purchase a combination of vehicle engine types in conjunction with or without snow removal equipment:
• Single and Tandem Axle CNG Dump Trucks with or without Snow Removal Equipment
• Single and Tandem Axle Diesel Dump Trucks with or without Snow Removal Equipment
• Single Axle Non-CDL Dump Trucks with or without Snow Removal Equipment
Proposals were evaluated by a three (3) member committee, based upon various criteria including completeness of response, total cost of ownership and past performance resulting in an award recommendation to Fyda Freightliner Columbus, Inc. CNG and Diesel Dump Trucks; and Esec Corporation for Diesel and Non-CDL Dump Trucks.
BID INFORMATION: Request for Quote RFQ015454 was advertised and proposals were opened on May 21, 2020. Three (3) responses were received.
An evaluation committee consisting of one representative from the Department of Public Service, two (2) from the Department of Public Utilities and one (1) from Division of Fleet Management that provide technical expertise. Each member of the committee scored and ranked written proposals submitted by the offerors. All three offerors were invited to make oral presentations and then submitted pricing. After evaluating all offers and viewing three presentations, in compliance with Columbus City Code 329, the committee submitted final rankings.
Esec Corporation and Fyda Freightliner Columbus, Inc. received the highest scores, with 119.4 and 110.4 points of 130 points possible, respectively. McMahon was not considered for an award based upon the 1st round of scoring. The cost proposal from Esec Corporation offered the best pricing on the Diesel and Non-CDL vehicles with and without snow removal equipment,; whereas Fyda Freightliner offered the best pricing for CNG and availability for Diesel Dump Trucks as well. Based upon the final scores for Esec Corporation and Fyda Freightliner, the Committee was satisfied with awarding two (2) companies all truck types based on the best value and cost to the City.
The request for purchase of the Single and Tandem Axle Dump Trucks with and without Snow Equipment used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the RFP and the lowest cost of other equipment as options for each unit.
In accordance with the Committee recommendations, the Purchasing Office recommends the award of two contracts as follows:
The contracts for the option to purchase Single and Tandem Axle CNG and Diesel Dump Trucks with and without Snow Removal Equipment to Fyda Freightliner Columbus, Inc. and Single and Tandem Axle Diesel and Non-CDL Dump Trucks with and without Snow Removal Equipment to ESEC Corporation.
Contract Compliance:
Fyda Freightliner Columbus, Inc. Vendor Number #004301 Exp. 7/17/2022
Esec Corporation Vendor Number# 006602 Exp. 4/15/2021
Estimated Annual Expenditure: $900,000
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because of the contract for Dump Trucks has expired.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
FISCAL IMPACT: Funding to establish these option contracts is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into two (2) contracts for the option to purchase Single and Tandem Axle Compressed Natural Gas (CNG), Diesel and Non-CDL Dump Trucks with and without Snow Removal Equipment with Esec Corporation and Fyda Freightliner Columbus, Inc.; to authorize the expenditure of $2.00 to establish the contracts from the General Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Department of Public Service, the Department of Public Utilities and other agencies have ongoing needs to purchase Single and Tandem Axle Compressed Natural Gas (CNG), Diesel and Non-CDL Dump Trucks with and without Snow Removal Equipment; and
WHEREAS, a formal request for proposal (RFP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multi-departmental committee via Request for Quote RFQ015454 resulting in the recommendation to award Esec Corporation and Fyda Freightliner Columbus, Inc.; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to maintain a supply of Single and Tandem Axle CNG, Diesel and Non-CDL Dump Trucks with and without Snow Removal Equipment, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance, Purchasing Office, in that it is immediately necessary to authorize the Director to enter into contracts for the option to purchase Single and Tandem Axle CNG, Diesel and Non-CDL Dump Trucks with and without Snow Removal Equipment to obtain the equipment as quickly as possible, 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 Finance and Management Director is hereby authorized to enter into the following contracts for the option to purchase Single and Tandem Axle CNG, Diesel and Non-CDL Dump Trucks with and without Snow Removal Equipment in accordance with Request for Quote No. RFQ015454 until December 31, 2023, as follows:
Esec Corporation, Single Axle and Tandem Axle Diesel Dump Trucks with and without Snow Removal Equipment; and Non-CDL Dump Trucks witht Snow Removal Equipment, $1.00
Fyda Freightliner Columbus, Inc., Single and Tandem Axle CNG and Non-CDL Diesel Dump Trucks with and without Snow Removal Equipment, $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance to pay the cost thereof.
SECTION 3. 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.