Explanation
Background: This ordinance will establish an Auditor's Certificate and authorize expenditures for the purchase of sports field maintenance equipment for the Recreation and Parks Department. The new equipment will replace aging equipment in need of replacement.
These purchases will be made through the City of Columbus Purchasing Office. All bids will be obtained and contracts awarded using City Code 329, however this legislation will set up all of the funding required to enter into contracts with the vendors on an as-needed basis. All contracts will be approved by the Director of Finance and Management. All specifications for equipment to be purchased and brass tagged will be approved by the Division of Fleet Management prior to acquisition.
The equipment list below outlines the purchases expected to be made as a result of this ordinance.
● One (1) - 60 inch propane zero turn mower - Requisition #RP036872 is in process
● One (1) - Pull behind heavy duty field roller - Requisition #RP036871 is in process
● One (1) - Debris blower - Requisition #RP037033 is in process
Emergency Justification: Emergency action is requested in order have the new equipment available as soon as possible in the 2016 season, allowing aging equipment to be replaced. In order to allow these equipment replacements to happen as efficiently as possible, it is necessary to authorize this expenditure and have the required funding in place when the bidding has been finalized. Furthermore, bidders are only required to hold their quoted prices for 45 days on informal bids and this will ensure the funding is in place to meet this deadline.
Fiscal Impact: $30,395.00 is required and budgeted in the Voted Parks and Recreation Bond Fund 702 to meet the financial obligations of these expenditures.
Title
To authorize the Director of Finance and Management to enter into various contracts for the purchase of sports field maintenance equipment on behalf of the Recreation and Parks Department; to authorize the expenditure of $30,395.00 from the Recreation and Parks Voted Bond Fund; to establish an Auditor's certificate in the amount of $30,395.00; and to declare an emergency. ($30,395.00)
Body
WHEREAS, the Purchasing Office will acquire various sports field maintenance equipment for the Recreation and Parks Department in accordance with City Code Chapter 329; and
WHEREAS, all specifications for equipment to be purchased and brass tagged will be approved by the Division of Fleet Management prior to acquisition; and
WHEREAS, funding is available for these purchases from unallocated balances within the Recreation and Parks Voted Bond Fund 702; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into contracts for sports field maintenance equipment needed to replace aging equipment as soon as possible in the 2016 season 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 Director of Finance and Management be and is hereby authorized to enter into contracts for the purchase of sports field maintenance equipment on behalf of the Recreation and Parks Department in accordance with City Code Chapter 329.
SECTION 2. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 3. 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 4. 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 5. For the purpose stated in Section 1, the expenditure of $30,395.00, or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation and Parks Bond Fund 702 in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 6. That this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for the expenditure purposes authorized herein and hereby delegates sole and final contracting decisions relative to the determination of lowest, responsive, responsible and best bidder(s) to the Director of Recreation and Parks and/or the Director of Finance and Management as per the terms of City Code Chapter 329.
SECTION 7. That for the 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 10 days after passage if the Mayor neither approves nor vetoes the same.