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Home My WebLink About48-96 Ordinance . . " RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 . 48-96 Passed---- ____ . .__19 . Ordmance NO.__n______ AN ORDINANCE ACCEPTING THE LOWEST AND BEST BID FOR THE NEW RECREATION CENTER lI""""- FITNESS EQUIPMENT AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT ........ FOR PROCUREMENT OF SAID EQUIPMENT AND DECLARING AN EMERGENCY. WHEREAS, after conducting formal advertising and competitive bidding procedures for fitness equipment~ and, WHEREAS, Council has determined that bids submitted by Universal Fitness & Leisure, Inc., Berry's Barbell, Hammer Strength, and Cybex, for said equipment constitute the lowest and best bids by item, in the total amount, not to exceed $108,812.00; NOW ~REFORE BE IT ORDAINED by the Council of the City ofDub1in, State of Ohio, of the elected members concurring: Section 1. That the following bids by item, in the total amount, not to exceed, $108,812.00, for the above mentioned equipment, are hereby accepted: Universal Fitness & Leisure, Inc. (Items 16, 25, 26, 30, 31, 32 and 46) $ 26,683.00 Beny's Barbell (Items 1,3-13,15,17-24,27-29, and 36-45) 77 ,845.25 Hammer Strength (Item 40) 1,305.25 ........ Cybex (33 and 35) 2,978.50 Total not to exceed: $ 108,812.00 -- Section 2. That the City Manager is hereby authorized to enter into contracts with Universal Fitness & Leisure, Inc., Berry's Barbell, Hammer Strength, and Cybex for the procurement of said equipment as specified above and within said bidders' bid proposals on file in the Division of Personnel and Purchasing. Section 3. That this Ordinance is hereby declared to be an emergency measure necessary for the public health, safety, and welfare in that, in order for the new Community Recreation Center to be equipped by the planned opening date, this equipment must be ordered immediately. 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N :S. f' S .0'1 el ~ Q.w wO ~ [ 0'1. I W ~..... n VI. '-' w f r N ~ B- f ~ ~ = i [ '-' ~ l i ~ ~ ~ ,.... fJ ~ iii! iii! 0 ~ .... -...IN ~ <= N.....-...JO'I ...... ~. QO ~.~~&3 'tlo ~ 8 .... N OOVlVlW ~ g VlNN8 0 OVlVl ~ e ~ == t.!I!j t.!I!j ~ r- ~ ... n~J.I .'l .- .~~~~~.'~~"_.~,,,.'_~_."__.,,_'._.'."n"_'__.'_ MEMORANDUM To: Members of Dublin City Council From: Timothy C. Hansley, City Manager . :JCl.;4-~~ Subject: Recreation Center Fitness Equipment Bid Process ~ Date: May 2, 1996 - Initiated By: David L. Harding, Director of Personnel and Purchasing Janet L. Jordan, Director of Parks and Recreation In the interest of assuring the Dublin Community Recreation Center is fully equipped at its opening July 22, 1996, staff believes it is important to inform City Council of the request for approved substitutes process as outlined in our bid documents. It has come to our attention that there may be a perceived aggrieved vendor. A representative from Cybex may be at Monday night's Council meeting and may wish to address Council regarding his concerns. Dublin's process is to allow vendors to submit specifications for approved equals to the City not less than five working days prior to the bid opening. Two firms met that deadline and one, Universal Fitness and Leisure, Inc., submitted a bid based on the approved equals of their product line. A third vendor, Cybex, misunderstood the process to submit for approved equals; however, upon a phone conversation with company representatives we allowed them to submit for our review their proposed equals after the established deadline. - Careful and quantifiable analysis was done on the proposed Cybex equipment and some of their free weight equipment was approved as equals. - Staffhas documentation on the analysis for approval or disapproval for the items submitted from all vendors and will be happy to share this with Council members should you wish to review the correspondence. Please feel free to contact Janet Jordan or David Harding if you have any questions regarding this matter. JLJ/kb - ""~"_""~',~",,~.L.'~~,,"~ ',r'--. ................,__=,~.,..~,__~..~"~.,..."'~~i~ MEMORANDUM TO: Members of Dublin City Council FROM: Timothy C. Hansley, City Manager ~ SUBJECf: Recreation Center Fitness Equipment Bid Process ~""-"11 DATE: May 2, 1996 INITIATED BY: David L. Harding, Director of Personnel and Purchasing ~ ~ Attached for your coosideration please find Ordinance No. 48-96 accepting the lowest and best bids per section for fitness equipment for the City of Dublin Community Recreation Center. Also attached for your review is a copy of the bid tabulation worksheet. This bid project involves the purchase of various classes of fitness equipment Prior to seeking formal bids for this project, the Parks and Recreation Division compared and tested fitness equipment and developed detailed specifications based on functionality in connection with the operation of the wellness/fitness component of the new Recreation Center. As a result of this early research by the Division of Parks and Recreation, forty-seven (47) items were identified for purchase. As reflected in the attached bid tabulation, the City received bid proposals from the following vendors: · Universal Fitness & Leisure, Inc. · Beny's Barbell · Hammer Strength · Cybex The City reserved itself the right (in the bid documents) to make a single or multiple awards. Staffbelieves it is in the City's best interest to make multiple awards, by item, to the bidder providing the lowest and best bid per item. By making multiple awards, the City can obtain all required items at a lower cost than by making a single award. 'I'berefore, staff recommends that Council approve the awards as identified on the attached bid tabulation and as follows: '*"""'... Universal Fitness & Leisure, Inc. (Items 16,25,26,30,31,32 and 46) $ 26,683.00 Beny's Barbell (Items 1,3-13, 15, 17-24,27-29, and 36-45) 77,845.25 .... Hammer Strength (Item 40) 1,305.25 Cybex (33 and 35) 2,978.50 Total not to exceed: $ 108,812.00 The above total is based on estimated quantities for bidding purposes. Due to budget constraints the Division ofParlcs and Recreation will reduce the quantity of particular items to be purchased. Therefore, the actual total of the above referenced awards will be less than 5108,812.00. Please note that Ordinance No. 48-96 has not been drafted as emergency legislation. However, given that the Division ofParlcs and Recreation has concerns regarding the time frame for delivery of certain items, Staff may ask Council to consider passing this legislation as an emergency measure at the second or third reading on May 20, or June 3, 1996. Attachments