Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to issue purchase orders to Horton Emergency Vehicles for the purchase of Fire and EMS emergency response vehicles and related equipment. The Division of Fire has an immediate need to purchase four (4) EMS transport vehicles (medics) from Horton Emergency Vehicles to replace medics that have been removed from service.
BID INFORMATION: Horton Emergency Vehicles ~ FID #352018529 / Vendor 007091 ~ The Division of Fire requests to purchase four (4) EMS transport vehicles (medics) in the amount of $1,512,944.00. Competitive bidding is being waived for Horton Emergency Vehicles for the purchase of these EMS medics. The Division of Fire has standardized it's custom EMS response apparatus fleet. This custom apparatus from Horton Emergency Vehicles has been the Fire Division's standardized equipment for several years. In an effort to purchase apparatus that are best for the operations given the quality, durability and customizability Horton offers, as well as the cost effective approach that has resulted from negotiating directly with the manufacturer during the build process. By dealing directly with the manufacturer during the specification and price negotiation processes, the Division of Fire is able to control costs to remain within budgeted funding and manage lead times. The subsequent contracts established by Fleet Management with Horton Emergency Vehicles has also simplified the managing of parts/service after purchase.
EMERGENCY DESIGNATION: Current build times are approximately two (2) years for the EMS transport vehicles (medics) being purchased in this ordinance. Emergency action is requested to insure funds are encumbered immediately to allow for the production of these custom apparatus to commence upon passage of this ordinance and confirmation of the subsequent purchase orders to avoid delays in purchasing due to potential supply chain shortages.
FISCAL IMPACT: Unencumbered cash is available for transfer within the Safety General Obligation Bond Fund for this purchase; an amendment to the 2023 CIB is necessary for this purchase.
Title
To authorize and direct the City Auditor to transfer $1,512,944.00 within the Safety General Obligation Bond Fund; to amend the 2023 Capital Improvement Budget; to authorize the Finance and Management Director, on behalf of the Department of Public Safety, to enter into contracts with and issue a purchase order to Horton Emergency Vehicles for the purchase of four (4) EMS transport vehicles in the amount of $1,512,944.00; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $1,512,944.00 from the Safety General Obligation Bond Fund; and to declare an emergency. ($1,512,944.00)
Body
WHEREAS, the Division of Fire has an immediate need to purchase four (4) EMS transport vehicles (medics) from Horton Emergency Vehicles to replace medics that have been removed from service; and
WHEREAS, a transfer of funds within the Safety General Obligation Bond Fund and amendment to the 2023 Capital Improvement Budget is necessary to fund this purchase; and
WHEREAS, it is necessary to authorize the Director of Finance and Management, on behalf of the Department of Public Safety, to issue purchase orders to Horton Emergency Vehicles, for the purchase of emergency response vehicles and related equipment needed by the Division of Fire; and
WHEREAS, a waiver to the competitive bidding provisions of the Columbus City Codes is requested per the explanation in the attachment to this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is immediately necessary to authorize the Director of Finance and Management to enter into contacts for these purchases and authorize the City Auditor to transfer said funds within the Safety General Obligation Bond Fund to purchase said equipment, emergency action is required as funds are needed immediately so that production of these custom appartaus/vehicles can commence upon passage of this ordinance to avoid supply chain delays and accommodate lengthy build times, all for the immediate preservation of 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 City Auditor is authorized and directed to transfer $1,512,944.00 or so much thereof as may be needed, within the Safety General Obligation Bond Fund, Fund 7701, per the account codes in the attachment to this ordinance.
SECTION 2. That the 2023 Capital Improvement Budget (Ordinance 1711-2023) is hereby amended as follows in order to provide sufficient budget authority for this ordinance.
Fund / Project / Project Name (Funding Source) / Current / Change / Amended
Fund 7701; P330066-100006; 30-03 Police Impound Lot Resurfacing (Voted Carryover) / $6,000,000.00 / ($1,512,944.00) / $4,487,056.00
Fund 7701; P340150-100000; Fire Apparatus Replacement - Medics (Voted Carryover) / $1,395,533.00 / +$1,512,944.00 / $2,908,477.00
Fund 7701; P340150-100000; Fire Apparatus Replacement - Medics (Voted 2019 SIT Supported) / $1,352,670.00 / ($1,352,670) / $0.00
Fund 7701; P340101-100000; 30-04 Fire Apparatus Replacement (Voted 2019 SIT Supported) / $241,719.00 / ($160,274.00) / $81,445.00
Fund 7701; P330066-100006; 30-03 Police Impound Lot Resurfacing (Voted 2019 SIT Supported) / $9,000,000.00 / +$1,512,944.00 / $10,512,944.00
SECTION 3. That the expenditure of $1,512,944.00 or so much thereof as may be needed, is hereby authorized within the Safety General Obligation Bond Fund 7701, per the account codes in the attachment to this ordinance.
SECTION 4. That the Finance and Management Director, on behalf of the Department of Public Safety, be and is hereby authorized to issue a purchase order to Horton Emergency Vehicles for the purchase of four (4) EMS vehicles in the amount of $1,512,944.00, on behalf of the Division of Fire.
SECTION 5. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in Section 1 above.
SECTION 6. 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 7. That all funds necessary to carry out the purpose of this ordinance are deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 8. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding equipment provisions of the Columbus City Codes, Chapter 329, relating to the aforementioned purchases from Horton Emergency Vehicles for the Division of Fire.
SECTION 9. That for the reasons stated in the preamble hereto, which are hereby made a part hereof, this ordinance is declared 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.