Explanation
1. BACKGROUND
The purpose of this ordinance is to authorize the Director of Finance and Management to enter into a contract with ESEC Corporation., in order to purchase two (2) CNG-powered knuckle-boom trucks, for the Department of Public Service, Division of Refuse Collection. This purchase will assist the Division with expediting bulk pick-up of large items and with the clean-up of illegal dumping sites. The City of Columbus, Fleet Management Division, approved the purchase of these two (2) knuckle-boom trucks to replace equipment that has reached the end of its useful life of 10 years. The Purchasing Office advertised a competitive bid in accordance with Section 329.06 (RFQ016809) through Vendor Services. A formal best value proposal (BVP) was solicited for these services and proposals were evaluated by a three (3) member committee, based upon various criteria; Evaluation, Total Cost of Ownership, Specification Conformity and Completeness, Schedule and Delivery, Quality and Feasibility, Past Performance, and Acquisition Cost. Resulting in an award recommendation to ESEC Corporation.
2. BID INFORMATION
Request for Quote RFQ016809 was advertised and proposals were opened November 19, 2020. Two (2) responses were received.
An evaluation committee consisting of one representative from the Division of Fleet Management, one from the Office of Diversity and Inclusion, and one from the Division of Refuse Collection. Each member of the committee scored and ranked written proposals submitted by the offerors. Both offerors submitted pricing with their proposals.
ESEC Corporation received the highest scores, with 89.05 points of 100 points possible. Based upon the final scores and in compliance with Columbus City Code 329.06, the Committee was satisfied with awarding ESEC Corporation all items based on the best value and cost to the City.
In accordance with the Committee recommendations, the Purchasing Office recommends the award of one contract as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
ESEC Corporation $433,200.00 Columbus, OH Majority
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against ESEC Corporation.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for ESEC Corporation is CC006602 and expires 04/15/2021.
3. FISCAL IMPACT
Funds for this purchase are available in the Refuse Bond Fund, Fund 7703, Project P520001-100001. It is necessary to transfer budget authority between projects in 7703 to align authority and cash with the proper project. Funds are appropriated.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite delivery of the knuckle boom trucks for immediate use.
Title
To amend the 2020 Capital Improvement Budget; to authorize the Director of Finance and Management to establish a purchase order with ESEC Corporation for the purchase of two knuckle boom trucks for the Division of Refuse Collection; to authorize the expenditure of up to $433,200.00; and to declare an emergency. ($433,200.00)
Body
WHEREAS, the Purchasing Office opened an formal bid on November 19, 2020, for two Knuckle Boom trucks for the Division of Refuse Collection; and
WHEREAS, the Division of Refuse Collection recommends an award be made to the offeror that scored the highest score on the BVP evaluation conducted by the evaluation committee, ESEC Corporation; and
WHEREAS, a purchase order will be issued by the Department of Finance and Management in accordance with the terms, conditions and specifications of RFQ016809 on file in the Purchasing Office; and
WHEREAS, it is necessary to authorize the transfer of funds within the Refuse Bond Fund to support the aforementioned equipment purchase; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Refuse Collection, in that it is immediately necessary to authorize the Director of Finance and Management to establish a purchase order to purchase the equipment advertised on RFQ016809 to expedite delivery of the equipment for immediate use, 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 2020 Capital Improvements Budget authorized by Ordinance 2521-2020 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change / C.I.B. as Amended
7703 / P520001-100000 / 59-02 Mechanized Collection Equipment (Voted 2019 SIT Supported) / $4,318,144.00 / $433,200.00 / $3,884,944.00
7703 / P520001-100021 / Mechanized Collection - Knuckle Booms 2021 (Voted 2019 SIT Supported) / $0.00 / $433,200.00 / $433,200.00
SECTION 2. That the Director of Finance and Management be and is hereby authorized to establish a purchase order with ESEC Corporation for two knuckle boom trucks, for the Division of Refuse Collection, in accordance with specifications on file in the Purchasing Office.
SECTION 3. That the expenditure of $433,200.00, or so much thereof as may be needed, is hereby authorized in Fund 7703 (Refuse Bond Fund), Dept-Div 5902 (Refuse Collection), Project P520001-100021 (Mechanized Collection - Knuckle Booms 2021) in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance 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.