Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into a contract and issue purchase orders as needed with Utility Truck Equipment, Inc. for the purchase of one 37-foot Intelligent Transportation System (ITS) splicing utility truck. This purchase will be made for the Department of Public Service, Division of Traffic Management.
The Division of Traffic Management will use the equipment to maintain the Intelligent Transportation System infrastructure (ITS) throughout the City of Columbus and will provide the proper workspace for traffic fiber optic cable splicing. The City of Columbus, Fleet Management Division, approved the purchase of this equipment to replace equipment that has reached the end of its useful life.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (Solicitation RFQ019383) through Vendor Services. The City received one bid on August 19, 2021 that did not fully meet the specifications for the truck due to differing placement of electric outlets on the equipment. Although the equipment proposed did not meet the listed specification, the division was satisfied with the equipment and the placement of electrical outlets as proposed, and it was tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Utility Truck Equipment, Inc. $299,699.00 Circleville, OH Majority
The Department of Public Service, Division of Traffic Management is requesting to waive bidding provisions of City Code Chapter 329, to accept the ITS splicing utility vehicle as bid, to enter directly into contract with Utility Truck Equipment, Inc., and to establish a purchase order with Utility Truck Equipment, Inc. to purchase the ITS splicing utility vehicle.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Utility Truck Equipment, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Utility Truck Equipment, Inc. is CC004562 and expires 3/19/2023.
3. FISCAL IMPACT
Funds are available and appropriated for these purchases within Fund 2266, the Municipal Motor Vehicle Tax Fund.
4. EMERGENCY DESIGNATION
The department requests emergency designation so this equipment can be put into service as quickly as possible to prevent interruption to, or disruption of, the City’s Intelligent Transportation System infrastructure and to provide the proper workspace for traffic fiber optic cable splicing.
Title
To authorize the Director of Finance and Management to enter into contracts with Utility Truck Equipment, Inc. for the purchase of one splicing utility truck; to waive the competitive bidding provisions of City Code Chapter 329; to authorize the expenditure of up to $299,699.00 from the Municipal Motor Vehicle Tax Fund to purchase the truck; and to declare an emergency. ($299,699.00)
Body
WHEREAS, the Department of Public Service, Division of Traffic Management, needs to purchase one 37-foot ITS splicing utility truck to maintain the Intelligent Transportation System infrastructure throughout the City of Columbus and to provide the proper workspace for traffic fiber optic cable splicing; and
WHEREAS, the Purchasing Office received formal bids on August 19, 2021, for one ITS splicing utility truck for the Division of Traffic Management; and
WHEREAS, Utility Truck Equipment, Inc. submitted a bid in the amount of $299,699.00 for the ITS splicing utility truck that did not fully meet the specifications; and
WHEREAS, the Division of Traffic Management was satisfied with the equipment and the placement of electrical outlets as proposed; and
WHEREAS, this purchase has been approved by the City’s Fleet Management Division and the Department of Public Service; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 for purchases from Utility Truck Equipment, Inc. and replace it immediately so that current work can continue uninterrupted as existing equipment reaches end of life; and
WHEREAS, it has become necessary to authorize the Director of Finance and Management to enter into contracts with, and to issue purchase orders to, Utility Truck Equipment, Inc. in accordance with the terms, conditions, and specifications of Solicitation Number RFQ019383 on file in the Purchasing Office; and
WHEREAS, it is necessary to expend funds to pay for the equipment; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Finance and Management Director to enter into contracts with Utility Truck Equipment, Inc. so this equipment can be put into service as quickly as possible to prevent interruption to, or disruption of, the City’s Intelligent Transportation System infrastructure and to provide the proper workspace for traffic fiber optic cable splicing, 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 Director of Finance and Management be and is hereby authorized to establish contracts with and issue purchase orders to Utility Truck Equipment, Inc. for the purchase of one 37-foot ITS splicing utility truck.
SECTION 2. That the expenditure of $299,699.00, or so much thereof as may be needed, is hereby authorized in Fund 2266 (Municipal Motor Vehicle Tax Fund), Dept-Div 5913 (Traffic Management), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. Funds are hereby deemed appropriated, and expenditures and transfers authorized to carry out the purposes of this ordinance, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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.