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Home My WebLink About038-94 Ordinance -.. ".,--~ -... . \ RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 ,-- Ordinance No. _m3Jt-_~4_ Passedu mum19u I AN ORDINANCE ACCEPTING THE LOWEST AND BEST BID FOR A NEW MOBILE STAGE ~ AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT GOVERNING THE PROCUREMENT OF SAID EQUIPMENT, AND ~-- DECLARING AN EMERGENCY. WHEREAS, after advertising and receiving bids for a mobile stage; and, WHEREAS, Council has determined that the bid submitted by Century Industries, Inc. in the amount of $54,995.00 for said equipment is the lowest and best bid. NOW, THEREFORE BE IT ORDAINED by the Council of the City of DUblin, state of Ohio, -? of the elected members concurring: section 1. That the bid submitted by Century Industries, Inc. in the amount of $54,995.00 for a new mobile stage be, and hereby is accepted. section 2. That the ci ty Manager be, and hereby is, authorized to execute a contract with Century Industries, Inc. for the procurement of said equipment as specified within the ~ successful bidder's bid proposal and the City bid documents, both on file within Division of Personnel and Purchasing. section 3. That this Ordinance be, and hereby is, declared to ..... be an emergency measure for the reason that the above- referenced equipment is needed for the July 4th 1994 celebration, and in order to ensure delivery of said equipment by said date, written notice of bid acceptance to the successful bidder is required immediately. Passed this J! Ii. day of ~./ , 1994. MayO~~ Officer ATTEST: ~ ~ (J~ Clerk of Council Sponsor: City Manager ~ Director of Personnel & Purchasing ...... ._.__._.-.-._.._~..~_."..,",_~"."N""",~,,,~~,,-",-,,,, ""'~~~ .~ "', "''''' . STAFF REPORT TO: Members of Dublin city council FROM: Timothy C. Hansley, city Manager ( SUBJECT: Mobile stage Bid Process DATE: April 13, 1994 - INITIATED BY: David L. Harding, Director of Personnel & Purchasing ~ -- SUMMARY & ACTION RECOMMENDED After pursuing formal advertising and competitive bidding proce- dures for a new mobile stage unit, bids were received and opened at 3:00 P.M. on Wednesday, April 6, 1994. Attached for your consider- ation is the bid tabulation and Ordinance No. 38-94 accepting the lowest and best bid for said equipment. staff recommends that the bid submitted by Century Industries, Inc. for a Century Showmaster MSM 2800 unit, in the amount of $54,995.00, be accepted. As Council will recall, funding for the procurement of the above referenced equipment was authorized by the 1994 Budget. This equipment will be used for a variety of performances in conjunction with City-sponsored special events and will eliminate the expense associated with renting such equipment in the future. You will note that the attached Ordinance accepting the lowest & best bid has been drafted as emergency legislation. staff has firm plans for utilizing this stage unit for the July 4, 1994 celebra- tion and, in order to ensure delivery by that date, immediate notice of bid acceptance to the successful bidder is required. ..... EVALUATION OF BIDS As reflected in the attached bid tabulation, the City received bids -- from the following vendors: *Wenqer corporation *Century Industries, Inc. When conducting its research into the development of the specifica- tions, staff determined that there were only two recognized, estab- lished manufacturers of this type of unit in the industry. How- ever, to help validate staff's research in this respect, staff cir- culated the bid invitation and documents through Bid Net Inc., a service provided to the city at no cost that circulates bid notices to prospective bidders within their nation-wide data base. As demonstrated by the results of the bid process, the two vendors from which Staff expected to receive bids, indeed submitted bids. - -^._....._._~~._,~~~.-.~."., - ~------".,,--~."~.-,~-- ._~.,.~--'-+..-~~-'-'-~'~-- . . You will note that the lowest bid submitted is from Wenger Corpor- ation in the amount of $53,704; however, Wenger's bid is deficient in that it does not contain the required bid bond. Although Wenger's bid does not contain the required bid bond, no deviations from the equipment specifications have been noted. In discussing the above noted deficiency in Wenger's bid with the Law Director's office, Staff has been advised that such a deficiency is considered to be a major deficiency and should the City accept Wenger's bid, such action would not be defensible. In light of the Law Direc- - tor's advice, therefore, Staff recommends that Wenger's bid be rejected. -- The lowest and most responsive bid submitted is from Century Indus- tries, Inc. in the amount of $54,995.00. Century's bid contains no deficiencies and no deviations from the equipment specifications. In addition, Staff believes that the materials used in the con- struction of the deck and the walls provide for a sturdier, more substantial unit when compared to the Wenger unit. As noted in the attached bid tabulation, Century's bid contains several alternates, the most significant of which is an upgrade from the model MSM 2800 to the model MSM 3200 at no extra cost. The model MSM 3200 offers a 32 foot stage as opposed to a 28 foot stage on the model MSM 2800. Although the MSM 3200 offers a larger stage, Staff has some definite operational concerns regarding this model and, therefore, does not recommend acceptance of this model. Staff instead recom- mends acceptance of the model MSM 2800. The only alternate listed of which Staff recommends acceptance is the upgrade of the stairs from steel to aluminum, which is offered at no extra cost. CONCLUSION In light of the noted deficiency in the bid submitted by Wenger, the subsequent advice from the Law Director regarding this defici- _~ ency, and the fact that the Century unit is a sturdier, more sub- stantial unit, Staff recommends that the bid submitted by Century for the model MSM 2800, in the amount of $54,995.00, be accepted. In addition, for the reasons previously noted, Staff further ~ recommends that Ordinance No. 38-94 formally accepting said bid be adopted as emergency legislation. fmc attachments - ',~.'"~~ ""'-' ""- .e.".'.""..-<.......,.,"'_"""'....."""'-~....~,,~.~".." . m . '0 ~ r-l I QI s:: III III .,.j QI m UO 'H I> ~ .,.j 0 QI.,.j IZl 'HN tl'tU r-l 0 .,.j M III QI \.I U ~ll< III III QI:l:mm .,.j ll<tI] U '0 m:E: . m . 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