Explanation
Background: This ordinance authorizes the Finance and Management Director to establish a purchase order to George Byers Sons, Inc. (PA004790 & PA004948) for the acquisition of automobiles and light duty trucks by the Fleet Management Division for subsequent distribution to various city departments. These vehicles are to be purchased as replacements for older, high mileage, high maintenance and out of life cycle vehicles currently in service. They are more fuel efficient and will relieve the city of maintenance expenses. The current environment for purchasing from Original Equipment Manufacturers (OEM) is unstable and characterized by extremely short order windows. As such, this volatility is requiring a high level of agility in procurement efforts. The previous procurement order of these trucks was unable to be completed before the rollout of the new models for the year. The amount being requested is to provide for the price discrepancy between the models for the fifty seven vehicles being purchased.
George Byers Sons, Inc. vendor#006008, PA004790 & PA004948 - Light Duty Trucks & Police Vehicles - expires 6/30/23
This company is not debarred according to the Federal Excluded Parties listing or prohibited from being awarded a contract as per the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: This ordinance seeks authority to expend $176,083.00 from the Special Income Tax Fund for the acquisition of vehicles. $7.5 million was budgeted collectively in the General Fund and the Special Income Tax Fund for the 2022 Citywide Vehicle Acquisitions. This ordinance is contingent on passage of Ordinance 2318-2022.
Emergency action is requested due to the instability of the automobile supply chain. The market volatility of all the OEMs continues with the ongoing shortage of chips and other critical supply line parts to produce vehicles. This limited availability is causing vehicle order windows to open and close, at random, with little to no notice. Therefore, emergency legislation is being requested so that Fleet may secure competitive pricing in light of these on-going supply chain issues.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from previously established Universal Term Contracts (UTCs) for the purchase of vehicles for use by the Department of Public Safety, Development, Finance, Public Service and Recreation and Parks with Byers Ford; to authorize the appropriation and expenditure of $176,083.00 from the Special Income Tax Fund; and to declare an emergency. ($176,083.00)
Body
WHEREAS, City Departments have a need to replace older high mileage and high maintenance vehicles; and
WHEREAS, the replacement of these vehicles will reduce maintenance, service, and fuel-related costs associated with ongoing ownership of older vehicles and is necessary as part of the City's ongoing investment in vehicle assets; and
WHEREAS, George Byers Sons, Inc. successfully bid and was awarded contracts PA004790 - Light Duty Trucks, expires 6/30/23 and PA004948- Police Vehicles, expires 6/30/23; and
WHEREAS, funding for these vehicles is budgeted and available within the Special Income Tax fund; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance & Management in that it is immediately necessary to authorize the Director to establish this purchase order for the purchase of new vehicles to secure competitive pricing in light of on-going supply chain issues for use by City Departments, thereby preserving the public health, peace, property, safety and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order from previously established Universal Term Contracts for the acquisition of vehicles for use by several City Departments with the following vendor:
George Byers Sons, Inc. PA004790 - Light Duty Trucks & PA004948 - Police Vehicles
SECTION 2. 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, 2022, the sum of $176,083.00 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:
SECTION 3. That the expenditure of $176,083.00, or so much thereof as may be necessary, 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:
SECTION 4. 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 5. Funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this ordinance, and the City Auditor shall establish such accounting codes as necessary.
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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.