Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into a contract and issue purchase orders as needed with Southeastern Equipment Co. Inc. for the purchase of one front end wheel loader. This purchase will be made for the Department of Public Service, Division of Infrastructure Management.
The Division of Infrastructure Management will use the equipment to maintain and repair streets throughout the City of Columbus. 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 RFQ019590) through Vendor Services. The City received three bids for the front end wheel loader on October 7th, 2021, and it was tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Southeastern Equipment Co. Inc $205,122.00 Dublin, OH Majority
Rudd Equipment $215,974.00 Columbus, OH Majority
Murphy Tractor & Equipment Co. Inc $225,266.00 Columbus,OH Majority
The award is to be made to Southeastern Equipment Co. Inc.as the lowest responsive, responsible, and best bidder for all lines of its bid of $205,122.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Southeastern Equipment Co. Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Southeastern Equipment Co. Inc. is CC006684 and expires 3/5/22.
3. FISCAL IMPACT
Funds are available and appropriated for this purchase within the Street Construction Maintenance and Repair Fund, Fund 2265.
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 Division of Infrastructure Management street maintenance program.
Title
To authorize the Director of Finance and Management to enter into a contract with Southeastern Equipment Co. Inc. for the purchase of one front end wheel loader; to authorize the expenditure of up to $205,122.00 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($205,122.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, needs to purchase one front end wheel loader to maintain and repair streets throughout the City of Columbus; and
WHEREAS, this purchase has been approved by the City’s Fleet Management Division; and
WHEREAS, the Purchasing Office received formal bids on October 7, 2021, for one front end wheel loader for the Division of Infrastructure Management; and
WHEREAS, Southeastern Equipment Co. Inc. submitted a bid in the amount of $205,122.00 for front end wheel loader and is the lowest responsive, responsible and best bidder; 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 and to issue purchase orders to Southeastern Equipment Co. Inc. in accordance with the terms, conditions, and specifications of Solicitation Number RFQ019590 on file in the Purchasing Office; so this equipment can be put into service as quickly as possible to maintain and repair streets throughout the City of Columbus, 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 Southeastern Equipment Co. Inc. for the purchase of one front end wheel loader.
SECTION 2. That the expenditure of $205,122.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance and Repair Fund), Dept-Div 5911 (Infrastructure 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.