117-94 Ordinance
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RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
Ordinance NO'm__~17_~9_4_ P assed__nm____ .mn___m__mn_______ ----- -- __19 -------
AN ORDINANCE ACCEPTING THE LOWEST AND
BEST BID POR DUMP TRUCK BODIES AND AUTHORIZING THE
",.... CITY MANGER TO EXECUTE A CONTRACT GOVERNING THE
PROCUREMENT OP SAID EQUIPMENT.
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WHEREAS, after advertising and receiving bids for dump truck
bodies; and,
WHEREAS, Council has determined that the bid submitted by Ace
Truck Body, Inc in the amount of $18,292.00 for said equipment
is the lowest and best bid;
NOW, THEREPORE BE IT ORDAINED by the Council of the City of
Dublin, . state of Ohio, 7 of the elected members
concurrl.ng:
Section 1. That the bid submitted by Ace Truck Body, Inc in
the amount of $18,292.00 for two dump truck bodies be, and
hereby is, accepted.
section 2. That the City Manager be, and hereby is,
authorized to execute a contract with Ace Truck Body, 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 & Purchasing.
- section 3. That this Ordinance shall take effect and be in
force on the earliest date permitted by law.
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q~ ~ d
Passed this day of , 19Y:
ATTEST:
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- Clerk of Council
...... Sponsors: City Manager
Director of Personnel & Purchasing
Assistant Service Director
I "'!>..'1,' '''''''fv that copies of this Onho'W'Il !.~ ...... ...p't'I Of)~ted in the
( r .. .. 'n actordance wid! Section 7 J . .' 0 Revised Codt.
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{[::; :. ~; C01Jndl, Dublin, Ohio . .'. ..'. .
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MBMORARDUM
m: Member. of Dublin Ci~y Council
PROII: Timo~hy C. Han.ley, Ci~y Manager
~: Dump Truck Bodies Bid Proce..
DAB: December 1, 1994
BY: David L. Harding, Direc~or of per.onnel & Purcha.ing ~
r A~~ached for your con.idera~ion i. Ordinance Ho. 117-94 accep~ing ~he lowe.~ and
I be.~ bid for ~wo dump ~ruck bodies. Al.o a~~ached for your review i. a copy of
i!,..".. ~he bid ~abula~ion fora.
Thi. bid proc... involv.. ~h. purcha.. of r.plac_en~ bodi.. for ~wo duap ~ruck.
aain~ained and op.ra~ed by ~h. Divi.ion of Main~.nance. Bo~h vehicl.. are badly
in need of new dump bodies and, in ~heir pr...n~ .~a~., are non-op.ra~ional.
In accordance wi~h our .~andard prac~ic., S~aff no~ only adverti.ed ~he
opportuni~y ~o bid in a n.w.paper of gen.ral circula~ion, bu~ al.o u.ed Bid He~
~o publicize ~he opportuni~y. Furtheraore, S~aff aailed bid docuaen~. direc~ly
~o vendor. on our es~abli.h.d aailing li.~.
A. reflec~ed in ~he a~~ached bid ~abula~ion, ~he Ci~y received a respon.. froa
~he following vendors:
* Kaff.nbarger Truck Equipaen~
* J&J Truck Bodie.
* Ace Truck Body, Inc.
Please no~e ~ha~ bo~h J&J Truck Bodies and Ace Truck Body submi~~ed bid., while
Kaffenbarger filed a wri~~en "no bid" r..ponse.
A. no~ed in ~he a~~ached bid ~abula~ion, ~he bid .ubmi~~ed by Ace Truck Body,
Inc, in ~he ..oun~ of $18,292.00, is ~he lowes~ bid. However, ~hi. bid con~ain.
several devia~ions when compared ~o ~he Ci~y's bid docuaen~.. Al~hough ~his bid
con~ain. .everal devia~ion., non. are considered by S~aff ~o .ubs~an~iv.ly affec~
~he func~ionali~y or opera~ion of ~he duap body. In S~aff'. judg..en~, ~he aodel
offered in Ace's propo.al i. ..nufac~ur.d ~o provide ~h. service. of ~he cla..
". of equipaen~ needed by ~he Ci~y. Thi. bid al.o provides for a 90-120 day
f
, e.~iaa~ed delivery ~ime a. oppo.ed ~o 60 day. as .pecified wi~hin ~he Ci~y bid
documen~s.
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The bid submi~~ed by J&J Truck Bodies, in ~h. ..oun~ of $21,025 .00, con~ain. .0..
level of ambigui~y in ~eras of whe~her ~h. ac~ual bidder is J&J or Somer.e~
Welding. Al~hough ~h. bid was .ubmi~~ed in a J&J .nv.lope, ~h. Bid Propo.al Fora
and all rela~.d affidavi~. are .igned by a r.presen~a~iv. of Som.r..~ Welding and
S~eel, Inc. The rela~ion.hip be~ween ~he ~wo en~i~ies i. no~ explained in ~he
bid docuaen~s. In addi~ion, J&J did no~ iden~ify ~he aodel name and number of
~heir equipa.n~ on ~he Ci~y'. Bid Propo.al Fora, which repre.en~s a ~echnical
devia~ion. Al~hough J&J'. bid con~ain. ~h.se ambigui~i.s/irregulari~i.s, i~ does
guaran~ee delivery wi~hin 60 days.
In ~he final analy.is, S~aff believes ~ha~ acc.p~ing ~he bid from Ace Truck Body,
Inc., in ~he ..oun~ of $18,292.00, would be in ~he be.~ in~ere.~ of ~h. Ci~y and,
~herefore, hereby recommend. ~ha~ .aid bid be accep~ed. Al~hough ~he bid
submi~~ed by Ace con~ains c.rtain devia~ions from ~he equipmen~ .pecifica~ion,
as no~ed previously, S~aff is confiden~ ~ha~ none of ~hese devia~ions would
compromise ~h. func~ionali~y or opera~ional .ffec~ivenes. of ~he dump body. (I~
.hould be emphasized ~ha~ ~he Ci~y'. bid docuaen~. clearly communica~. ~ha~ ~he
in~en~ of ~he Ci~y is no~ ~o exclude any vendor froa participa~ion in ~he bid
process, bu~ ra~her ~o allow equipaen~ which is aanufac~ured ~o provide ~he
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services of t:he equipaent: c1ass t:o be offered for t:h. Cit:y's considerat:ion.
Furtheraore, t:he bid docuaent:s a1so c1ear1y .st:ab1ish t:hat: t:he Cit:y r.s.rves t:he
right: t:o waive deviat:ions or irregu1arit:i.s in bid proposa1s and t:o accept: t:he
bid which, in t:he Cit:y's opinion, is in t:he best: int:er.st: of t:he Cit:y.) Pro. a
de1ivery st:andpoint:, St:aff has re-eva1uat:ed t:he need for t:he 60 day t:iae fr..e
origina11y specified in t:he bid docua.nt:s and has conc1uded t:hat: t:he $2,733.00
savings associat:ed wit:h Ace's bid out:weighs t:he need t:o abs01ut:e1y t:ake de1ivery
of t:he duap bodies wit:hin 60 days. As is t:he st:andarcl pract:ice when
circuast:ances of t:his nat:ure arise, St:aff has consu1t:ed t:he Law Direct:or' s Office
regarding St:aff's proposed course of act:ion and has been advised t:hat: such act:ion
is defensib1e.
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