Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Crew Cabs with Maintenance Body Trucks. The Department of Public Utilities, Division of Water will be the sole user of these trucks. This equipment is used to maintain and repair underground water lines. The term of the proposed option contract would be approximately three (3) years, expiring December 31, 2025, with the option to renew for one (1) additional year. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025.
A formal best value proposal (BVP) solicitation was published for the establishment of this Crew Cab with Maintenance Body Trucks UTC.
Proposals were evaluated by a three (3) member committee. Evaluations were based upon acquisition costs, past performance, total cost of ownership and quality and feasibility of offered goods resulting in an award recommendation to KE Rose Company.
BID INFORMATION: Request for Quotation RFQ023024 was advertised and proposals were opened November 3, 2022. One (1) response was received.
An evaluation committee consisted of (3) three representatives from the Division of Water. Each member of the committee scored and ranked the proposals. All offers and cost proposals were evaluated in compliance with Columbus City Code 329, the committee submitted final rankings.
KE Rose Company received the highest score, One Hundred and one (101) out of One Hundred Thirty (130) points. The selected Offeror provides the best past performance, quality of goods, and acquisition costs. The equipment provided efficient operating and maintenance.
The request for purchase of Crew Cab with Maintenance Body Trucks UTC used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost.
In accordance with the Committee rankings, the Purchasing Office, after approval of the Finance and Management Director, recommends the award to:
KE Rose Company, CC# 004889, expires September 16, 2024, All items, $1.00
Total Estimated Annual Expenditure $250,000.00, Department of Public Utilities, Division of Water.
Emergency Designation: The Department of Finance and Management respectfully requests this legislation to be considered an emergency ordinance because global materials shortages, and a decelerated supply chain requires a quick response to vendors for the timely delivery of equipment.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025. Department of Public Utilities, Division of Water 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 a contract for the option to purchase Crew Cab with Maintenance Body Trucks UTC with KE Rose Company; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00)
Body
WHEREAS, the Department of Public Utilities, Division of Water has an ongoing need to purchase Crew Cab with Maintenance Body Trucks; and,
WHEREAS, a formal request for proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a committee via Request for Quotation RFQ023024 resulting in the recommendation to award KE Rose Company; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products and services at low prices, and 2) providing an effective option contract for Department of Public Utilities, Division of Water to maintain and repair underground water lines; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Water, in that it is immediately necessary to authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Crew Cab trucks with Maintenance Bodies due to global shortages and shipping delays , 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 contract for the option to purchase Crew Cab with Maintenance Body Trucks in accordance with Request for Quotation RFQ023024 for a term of approximately three (3) years, expiring December 31, 2025 with the option to renew for one (1) additional year, as follows:
KE Rose Company, All items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002025 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason 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.