Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of a shuttle bus, a trailer and up-fitting for new vehicles purchased in 2016 for various City Departments. These purchase orders will be issued by the Finance and Management Director, Purchasing Office pursuant to the terms of the competitive bids listed below:
Division: Fire - RFQ001489
Vendor: Rock Trailer (004623) - item: (1) Stealth Signature Titan Trailer ($12,342.50)
Division: Police -RFQ001467
Vendor: PARR (001060) - item: (5) Prisoner Transport Van retro-fit ($49,807.70)
Dept: Finance & Management - RFQ001500
Vendor: Bus Services (004524) - item: (1) Gasoline Powered Van w/Mini Bus Body ($47,499.00)
Division: Facilities - RFQ001227
Vendor: Kaffenbarger (004325) - item: (1) Salt Spreader ($5,615.00)
Dept: Development - Environmental - RFQ001526
Vendor: Ace Truck & Body (004484) - item: (2) Dump Body up-fit of F350 ($20,880.00)
Additional purchase orders will be issued pursuant to future bids solicited for Police Motorcycle Side Cars and the up-fitting of Police Raid Vans. These yet to be solicited bids will be in accordance with the competitive bidding provisions of Columbus City Code, Chapter 329. Fleet Management is currently researching and testing new sidecars for the Police Motorcycles with the intent to bid as soon as this research and testing phase is complete. Furthermore, two 2016 Transit 350 vehicles are in need of up-fitting to be used as Raid Vans by Police. The combined cost of Police Motorcycle Side Cars and Police Raid Van up-fitting is anticipated to be $78,816.96. This ordinance delegates that final contracting decision to the director for vendors not yet specified.
The companies are 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: This ordinance authorizes the expenditure of $214,961.16 from the Special Income Tax Fund (SIT) for the purchase of vehicles and vehicle up-fitting. Funding in an amount equal to $6 million is budgeted and available within the Special Income Tax Fund for the purchase of vehicles and vehicle up-fitting in 2016.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders with certain vendors for vehicle acquisition and up-fitting; and to authorize the appropriation and expenditure of $214,961.16 from the Special Income Tax fund. ($214,961.16)
Body
WHEREAS, the Purchasing Office processed bid solicitations for necessary vehicles, parts and services via RFQ001489, RFQ001467, RFQ001500, RFQ001227 & RFQ001526; and
WHEREAS, various new city vehicles are in need of up-fitting before being road ready; and
WHEREAS, the competitive bidding provisions of City Code Chapter 329 will be used to process future solicitations to acquire motorcycle sidecars and parts and services to up-fit police raid vans/vehicles up to $78,816.96; and
WHEREAS, it is understood that this ordinance does not specify vendors for the motorcycle sidecars or up-fitting of raid vans, but it is in the city's best interest to delegate that final contracting decision to the Director; and
WHEREAS, funding for these vehicles is available in the Special Income Tax fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management to authorize the Director to establich purchase orders for vehicle acquisition and up-fitting services for the public health, 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 authorized to establish purchase orders for vehicles, parts and up-fitting services pursuant to competitive bid solicitations RFQ001489, RFQ001467, RFQ001500, RFQ001227 & RFQ001526.
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is authorized to enter into contracts and establish purchase orders in an amount equal to $78,816.96 in accordance with the competitive bidding provisions of City Code Chapter 329 for future bid solicitations related to additional vehicles, parts and services to up-fit vehicles. Council understands that this ordinance does not identify specific vendors, but delegates the final contracting decision to the Director for those items.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2016, the sum of $214,961.16 is appropriated in the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06, per the account codes in the attachment to this ordinance:
See Attached File: Ord 1772-2016.xls
SECTION 4. That the expenditure of $214,961.16, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1& 2 be and is hereby authorized and approved from the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06 per the accounting codes in the attachment to the ordinance.
See Attached File: Ord 1772-2016.xls
SECTION 5. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.