Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase Automated Side Loading Refuse Trucks for the Department of Public Service, Division of Refuse. The term of the proposed option contracts would be three (3) years, expiring December 31, 2024. These contracts will expedite the delivery of refuse trucks, by establishing Universal Term Contracts for use by the Department of Public Service. The request for purchase of the Automated Side loading Refuse Trucks used the best value competitive sealed proposal process (BVP) to award to the supplier that provided the relevant criteria specifically listed in the BVP.
Proposals were evaluated by a three (3) 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 Truck Country of Indiana dba Stoop Freightliner and Columbus Truck & Equipment Center, LLC. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO001670.
BID INFORMATION: Request for Quote RFQ019697 was advertised and proposals were opened on October 14, 2021. Five (5) responses were received.
An evaluation committee consisting of two (2) 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. The top three (3) scorers were invited to make oral presentations and submit their best and final pricing along with delivery. After evaluating all offers and viewing three presentations, in compliance with Columbus City Code 329, the committee submitted final rankings.
Truck Country of Indiana dba Stoop Freightliner - Quality Trailer and Columbus Truck & Equipment Center, LLC received the highest scores, with 93 and 80.67 points of 100 points possible, respectively. Columbus Peterbilt & Isuzu and Fyda Freightliner Columbus Inc. were not considered for an award based upon the 1st round of scoring. The cost proposal from Truck Country of Indiana dba Stoop Freightliner -Quality Trailer offered the best delivery times and firm pricing terms; whereas Columbus Truck & Equipment Center, LLC offered the best pricing. Based upon the final scores for Stoop Freightliner - Quality Trailer and Columbus Truck & Equipment Center, LLC, the Committee was satisfied with awarding two (2) companies the variety of Cab and Chassis equipped with the same body options 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 Automated Side loading Refuse Trucks to Stoop Freightliner - Quality Trailer and Columbus Truck & Equipment Center, LLC.
Contract Compliance:
Truck Country of Indiana dba Stoop Freightliner - Quality Trailer Vendor Number #013531 Exp. 6/17/2023
Columbus Truck & Equipment Center, LLC Vendor Number# 008547 Exp. 11/9/2022
Estimated Annual Expenditure: $3,000,000.00
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance so that refuse trucks 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 Automated Side Loading Refuse Trucks with Truck Country of Indiana, dba Stoop Freightliner -Quality Trailer, and Columbus Truck & Equipment Center, LLC; 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 Automated Side Loading Refuse Trucks; 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 RFQ019697 resulting in the recommendation to award Truck Country of Indiana dba Stoop Freightliner -Quality Trailer and Columbus Truck & Equipment Center, LLC; 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 Automated Side Loading Refuse Trucks, 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 Automated Side Loading Refuse Trucks 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 Automated Side Loading Refuse Trucks in accordance with Request for Quote No. RFQ019697 until December 31, 2024, as follows:
Truck Country of Indiana, dba Stoop Freightliner -Quality Trailer, All Items, $1.00.
Columbus Truck & Equipment Center, LLC, All Items, $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.