Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase 3-Wheel and 4-Wheel Street Sweepers for the Department of Public Service. The term of the proposed option contracts would be four (4) years, expiring December 31, 2024. These contracts will expedite the delivery of street sweepers, by establishing Universal Term Contracts for use by the Department of Public Service. The request for purchase of the 3-Wheel and 4-Wheel Street Sweepers used the best value competitive sealed proposal process (BVP) to award to the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost of other equipment as options for each unit.
Proposals were evaluated by a five (5) member committee, based upon various criteria including specification conformity and completeness of response, total cost of ownership and schedule and delivery resulting in an award recommendation to Northeast Sweepers & Rentals, Inc. and Jack Doheny Companies. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001670.
BID INFORMATION: Request for Quote RFQ018203 was advertised and proposals were opened on May 6, 2021. Five (5) responses were received.
An evaluation committee consisting of four (4) representatives from the Department of Public Service 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.
Jack Doheny Companies and Northeast Sweepers & Rentals, Inc. received the highest scores, with 121.2 and 119.4 points of 130 points possible, respectively. Best Equipment Co., Southeastern Equipment Company and The Safety Company were not considered for an award based upon the 1st round of scoring. The cost proposal from Northeast Sweepers & Rentals, Inc. offered the best pricing on the Vacuum Sweepers; whereas Jack Doheny offered the best pricing for Mechanical 3 Wheel & 4 Wheel (4 Wheel with Diesel & CNG option) and Regenerative Air Sweeper. Based upon the final scores for Jack Doheny and Northeast Sweepers & Rentals, Inc., the Committee was satisfied with awarding two (2) companies the variety of sweeper types based on the best value and cost to the City.
In accordance with the Committee recommendations, the Purchasing Office recommends the award of two contracts as follows:
The contracts for the option to purchase Vacuum Sweepers to Northeast Sweepers Rentals, Inc. and Mechanical 3 Wheel & 4 Wheel (4 Wheel with Diesel & CNG option) and Regenerative Air Sweepers to Jack Doheny Companies.
Contract Compliance:
Jack Doheny Companies Vendor Number #007536 Exp. 6/17/2023
Northeast Sweepers & Rentals, Inc. Vendor Number# 006602 Exp. 5/5/2023
Estimated Annual Expenditure: $900,000.00
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance so that street sweepers may be placed into service as soon as practical.
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 3-Wheel and 4-Wheel Street Sweepers with Jack Doheny Companies and Northeast Sweepers & Rentals, Inc.; to authorize the expenditure of $2.00 from General Budget Reservation BRPO001670; and to declare an emergency. ($2.00).
Body
WHEREAS, the Department of Public Service have ongoing needs to purchase 3-Wheel and 4-Wheel Street Sweepers; and
WHEREAS, a formal best value proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multi-departmental committee via Request for Quote RFQ018203 resulting in the recommendation to award Jack Doheny Companies and Northeast Sweepers & Rentals, 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 3-Wheel and 4-Wheel Street Sweepers, 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 3-Wheel and 4-Wheel Street Sweepers to obtain the equipment as quickly as possible so the it may be placed into service as soon as practical, 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 3-Wheel and 4-Wheel Street Sweepers in accordance with Request for Quote No. RFQ018203 until December 31, 2025, as follows:
Jack Doheny Companies, Mechanical 3 Wheel & 4 Wheel (4 Wheel with Diesel & CNG option) and Regenerative Air Sweepers, $1.00.
Northeast Sweepers & Rentals, Inc., Vacuum Sweepers, $1.00.
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001670 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.