Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Compressed Natural Gas (CNG) and Diesel Front and Rear Loading Refuse Trucks for the Department of Public Service. The term of the proposed option contracts would be three (3) years, expiring December 31, 2023. These contracts will expedite the delivery of Refuse trucks, by establishing Universal Term Contracts for use by the Division of Refuse. In the past, Refuse trucks were bid in each instance. This led to long delays in some instances, imperiling the City’s operations. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001343.
A formal best value proposal (BVP) was solicited for the purchase of a combination of vehicle engine types:
CNG Front and Rear Loading Trucks
Diesel Front and Rear Loading Trucks
Proposals were evaluated by a five (5) member committee, based upon various criteria including completeness of response, total cost of ownership and past performance resulting in an award recommendation to Esec Corporation and Columbus Truck & Equipment Center LLC dba McMahon Truck Center of Columbus
BID INFORMATION: Request for Quote RFQ016035 was advertised and proposals were opened on August 20, 2020. Six (6) responses were received.
The evaluation committee consisted of two (2) representatives from the Departments of Public Service, two (2) from the Division of Fleet Management; and one (1) from the Office of Diversity and Inclusion. Each member of the committee scored and ranked written proposals submitted by the offerors. The top two (2) scoring proposals were invited to make oral presentations and then submitted pricing. After evaluating all offers and viewing the two presentations, in compliance with Columbus City Code 329, the committee submitted final rankings.
Esec Corporation and Columbus Truck & Equipment Center LLC received the highest scores, with 91.2 and 90.8 points of 100 points possible, respectively. The cost proposals from Esec Corporation and Columbus Truck & Equipment Center LLC offered the best pricing and timeline of delivery for all the variable engine types for Front and Rear Loading Trucks. Based upon those two criteria, Esec Corporation and Columbus Truck & Equipment Center LLC dba McMahon Truck Center of Columbus, 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 CNG and Diesel Front and Rear Loading Trucks used the best value competitive sealed proposal process to award the suppliers 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 CNG and Diesel Front and Rear Loading Trucks to Esec Corporation and Columbus Truck & Equipment Center LLC dba McMahon Truck Center of Columbus.
Contract Compliance:
Esec Corporation Vendor Number# 006602 Exp. 4/15/2021
Columbus Truck & Equipment Center LLC
dba McMahon Truck Center of Columbus Vendor Number# 008547 Exp. 11/9/2022
Estimated Annual Expenditure: $900,000
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to quickly begin ordering trucks to meet operational needs.
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 CNG and Diesel Front and Rear Loading Trucks with Esec Corporation and Columbus Truck & Equipment Center LLC dba McMahon Truck Center of Columbus; 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, Division of Refuse has ongoing needs to purchase CNG and Diesel Front and Rear Loading Trucks; 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 RFQ016035 resulting in the recommendation to award Esec Corporation and Columbus Truck & Equipment Center LLC dba McMahon Truck Center of Columbus; and
WHEREAS, this ordinance addresses Purchasing objectives 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 CNG and Diesel Front and Rear Loading Trucks, 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 enter into contracts for the option to purchase CNG and Diesel Front and Rear Loading Trucks, 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 CNG and Diesel Front and Rear Loading Trucks in accordance with Request for Quote No. RFQ015454 until December 31, 2023, as follows:
Esec Corporation, CNG and Diesel Front and Rear Loading Trucks, $1.00
Columbus Truck & Equipment Center LLC dba McMahon Truck Center of Columbus, CNG and Diesel Front and Rear Loading Trucks, $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001343 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.