Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Front and Rear Loader Refuse Trucks with Ohio Machinery Co. dba Ohio Peterbilt. The Department of Public Service will be the primary user. The term of the proposed option contract will be approximately three (3) years, expiring 12/31/2026 with the option to renew for one (1) additional one (1) year extension. The Purchasing Office opened formal bids on October 19, 2023. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253.
A formal best value proposal (BVP) was solicited for the purchase of Front and Rear Loader Refuse Trucks with tandem axle, cab over engine (C.O.E.) cab and chassis, and CNG engines.
Proposals were evaluated by a three (3) member committee, based upon various criteria including specification conformity, total cost of ownership, past performance, schedule and delivery, and acquisition costs resulting in an award recommendation to Ohio Machinery Co. dba Ohio Peterbilt.
BID INFORMATION: RFQ025922 was advertised and proposals were opened on October 19, 2023. Four (4) responses were received.
An evaluation committee consisting of one (1) member of Fleet Management, and two (2) members of Public Service provided technical expertise. Each member of the committee scored and ranked written proposals submitted by the offerors. After evaluating all product proposals, a request for a BAFO (Best and Final Offer) was requested from the top two (2) vendors. Upon review and in compliance with Columbus City Code 329, the committee submitted final rankings and was satisfied with awarding one (1) company all Front and Rear Loader Refuse Trucks with various body, size, and engine options based on best value to the City.
Ohio Machinery Co. dba Ohio Peterbilt received the highest score with 101 total points with 110 total possible points. Based upon final scores for Ohio Machinery Co. dba Ohio Peterbilt, the Committee was satisfied with awarding the offeror all Front and Rear Loader Refuse Trucks, with various options for body, size, and engine options.
The Purchasing Office is recommending award to the overall most responsive, responsible and best bidder as follows:
Ohio Machinery Co. dba Ohio Peterbilt., CC# 006428, expires 6/8/2024, All Items, $1.00.
Total Estimated 2024 - 2026 Expenditure: $1,000,000.00, by the Department of Public Service, Division of Refuse Collection.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to be able to replace aging refuse collection vehicles as soon as possible.
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 BRPO002253. 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 a contract for the option to purchase Front and Rear Loader Refuse Trucks with Ohio Machinery Co. dba Ohio Peterbilt; to authorize the expenditure of $1.00 from General Budget Reservation BRPO002253 ($1.00); and to declare an emergency.
Body
WHEREAS, the Front and Rear Loader Refuse Trucks UTC will provide for the purchase of Front and Rear Loader Refuse Trucks with various options for body, size, and engines; and,
WHEREAS, a formal Best Value Procurement (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a multiple department committee via Request for Quote RFQ025922 resulting in the recommendation to award to Ohio Machinery Co. dba Ohio Peterbilt 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; now, therefore
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Refuse Collection, and aging refuse collection vehicles need to be replaced as soon as possible, in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Front and Rear Loader Refuse Trucks, 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 Front and Rear Loader Refuse Trucks in accordance with Request for Quotation RFQ025922 for a term of approximately three (3) years, expiring 12/31/2026, with the option to renew for one (1) additional one (1) year extension, as follows:
Ohio Machinery Co. dba Ohio Peterbilt, All Items, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253 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.