Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders with The Dexter Company in the amount of $120,163.16 and Kueper North America in the amount of $14,700.00 for the purchase of aftermarket snow plow parts per the results of bid solicitation RFQ019103. These Snow Plow Parts are needed for use by the Department of Public Service for maintenance and upkeep of its snow removal vehicles. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. Four bids were received and opened for RFQ019103 on July 29, 2021 from the following respondents:
HYO, Inc.
Dexter Company
Kueper North America
NAPA
It is requested that The Dexter Company be awarded line items 1-18. It is also requested that Kueper North America be awarded lines 19-20.
The Dexter Company Vendor #006581, FID 34-1232702
Kueper North America Vendor #018468, FID 27-3325683
Fiscal Impact: This ordinance authorizes an expenditure of $134,863.16 from the Fleet Management Operating Fund with The Dexter Company and Kueper North America collectively for the purchase aftermarket snow plow Parts. In 2019, the Fleet Management Division expended $65,473.75 for aftermarket snow plow parts. No aftermarket snow plow parts were purchased in 2020.
Emergency action is requested to ensure that a purchase order can be established as quickly as possible. Worldwide spikes in the cost of steel have greatly increased lead times on many items, including these parts. In order to ensure these parts will be on hand in time for their seasonal need, emergency action is requested.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders with The Dexter Company ($120,163.16) and Kueper North America ($14,700.00) for the purchase of After Market Snow Plow Parts; to authorize the expenditure of $134,863.16 from the Fleet Management Operating Fund; and to declare an emergency. ($134,863.16)
Body
WHEREAS, the City has a need for After Market Snow Plow Parts for use by the Department of Public Service for maintenance and upkeep of its snow removal vehicles, and
WHEREAS, the Purchasing Office advertised a formal bid (RFQ019103) for these parts, and
WHEREAS, the Finance and Management Department recommends a bid award to The Dexter Company as the overall lowest, responsive, and responsible bidder, for items 1-18; and
WHEREAS, the Finance and Management Department recommends a bid award to Kueper North Amerca as the overall best, responsive, and responsible bidder, for items 19-20; and
WHEREAS, it is necessary to authorize the expenditure of $134,863.16 from the Fleet Management Operating Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Fleet Management Division, to authorize the Finance and Management Director to establish purchase orders for the purchase of After Market Snow Plow Parts in order to ensure these parts will be on hand in time for their seasonal need thereby preserving the public health, peace, property, safety, and welfare; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order with The Dexter Company, Inc. for the purchase of After Market Snow Plow Parts, as follows:
Request for Quotation RFQ019103: The Dexter Company $120,163.16
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order with Kueper North America for the purchase of After Market Snow Plow Parts, as follows:
Request for Quotation RFQ019103: Kueper North America $14,700.00
SECTION 3. That the expenditure of $134,863.16 or so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized in Fund 5200 Fleet Management Operating Fund, in object class 02 per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2180-2021 Legislation Template.xls
SECTION 4. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 5. 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 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 for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.