Fiscal Note
The proposed resolution authorizes a noncompetitive contract for the purchase of three weighing scales at the Streets Division's salt storage locations for an estimated cost of $350,000. The resolution amends the adopted 2018 capital budget to transfer $350,000 GO Borrowing between major capital programs within the Streets Divison's capital budget; $350,000 of GO Borrowing will be transferred from the Streets Emerald Ash Borer capital program (MUNIS 12502) to the Streets Division's Yard Improvements capital program (MUNIS 12503) for the purchase of the weighing scales. In the adopted 2018 capital budget the Streets Division's Yard Improvements program was authorized $331,700 GO Borrowing which is assigned for pavement improvements at the Sycamore Avenue facility parking lot as well as at the Olin Avenue transfer station. The $350,000 budget authority being transferred from the Streets Emerald Ash Borer program is attributable to unspent rauthorized funding that is not anticipated to be needed for the Street's Division's Emerald Ash Borer work.
MUNIS:
11021-44-130 $350,000
11016-44-130 ($350,000)
Title
Authorizing a noncompetitive contract with Cream City Scale, LLC to add three additional weighing scales to the Streets Division salt storage locations and amending the Streets Division 2018 capital budget to transfer $350,000 from the Streets Emerald Ash Borer program to the Streets Yard Improvement program.
Body
WHEREAS, Cream City Scale, LLC is the original vendor for our Transfer Station scale purchase in 2005; and,
WHEREAS, Cream City Scale, LLC services and maintains our current scale system located at 121 E. Olin Ave; and,
WHEREAS, Cream City Scale, LLC proprietary software, SCALEMASTER, is the upgraded, next generation weighing application of the RLWS 920i legacy application currently operated at our Transfer Station facility; and
WHEREAS, SCALEMASTER is a web based application fully customizable and built to suit the needs of our organization, is straightforward to understand and operate and will not require Streets Division staff to learn a second software system given its current use within the Division and eliminates the need to extract and convert weighing data by allowing direct download to Microsoft Excel; and
WHEREAS, Cream City Scale, LLC is the only authorized dealer of Rice Lake Weighing Systems products, our current weighing system, within 100 miles; and
WHEREAS, This will require a vendor that is familiar with our current software applications and weighing processes; and
WHEREAS, Cream City Scale, LLC has worked with the City previously on the scale installation and software application system, is familiar with our process, and is available to do this work in the timeframe needed; and
WHEREAS, MGO 4.26(2) requires goods to be purchased using competitive procedures approved by the Finance Director and under the Finance Director’s Purchasing Guidelines, Common Council approval is required to purchase goods over $25,000 without a competitive bidding process; and
WHEREAS, for the reasons stated in the attached Noncompetitive Selection Request Form, the proposed contract with Cream City Scale, LLC meets the exception to the bidding process in section 4.26(4)(a)7. which states “A particular consultant has provided services to the City on a similar or continuing project in the recent past, and it would be economical to the City on the basis of time and money to retain the same consultant”;
NOW, THEREFORE, BE IT RESOLVED, that that the Common Council hereby authorizes the purchase of more than $25,000 in Weighing Scales from Cream City Scale, LLC and the Streets Division 2018 capital budget be amended to transfer $350,000 from the Streets Emerald Ash Borer program to the Streets Yard Improvement program.