..Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of up-fitting services for various vehicles on behalf of the Divisions of Fire, Recreation & Parks, and Weights & Measures. The purchase orders will be established to competitive bids issued pursuant to RFQ016202, RFQ016496, and RFQ016835. These vehicles include (4) four Fire Command vehicles, (3) three Fire K-9 vehicles, (1) one Fire repair van, (1) one Fire academy van, (2) two Fire prevention vehicles, (8) eight Fire station trucks, (2) two Fire transit supply vehicles, (1) one Recreation & Parks work truck, (3) three Weights and Measures pool vehicles, (1) one Recreation & Parks van, and (1) Recreation & Parks trailer. The RFQ results for these competitive bids are as follows:
RFQ016202:
Two bids were received and opened for RFQ016202 on August 27, 2020. The Finance and Management Department recommends awarding the bid as follows:
RFQ016202 Lines 10, 20, 60, 80, & 90 [which include Fire Command Staff vehicles, Fire Prevention 18 cap and 20 cap vehicles, and Fire Station Trucks] ($19,789.34)
Parr Public Safety, (CC#: 20-1619573, exp. 12/31/2020, MAJ vendor number 001060)
RFQ016202 Lines 30, 40, 50, 70, & 120 [which include R&P truck cap, Weights & Measures vehicles, and R&P van] ($74,887.25)
Funtrails Vans (CC#: 31-1224828, exp. 8/18/2022, MAJ vendor number 004872)
RFQ016496:
One bid was received and opened for RFQ016496 on September 22, 2020. The Finance and Management Department recommends awarding the bid as follows:
RFQ016496 Lines 10 & 20 Fire Mask Repair Van & Fire Academy Van up-fit ($2,386.45)
Funtrails Vans (CC#: 31-1224828, exp. 8/18/2022, MAJ vendor number 004872)
RFQ016835:
One bid was received and opened for RFQ016835 on October 29, 2020. The Finance and Management Department recommends awarding the bid as follows:
RFQ016835 Lines 10 & 20 [which include bomb squad k-9 vehicles and Fire Station Trucks] ($54,013.72)
Parr Public Safety, (CC#: 20-1619573, exp. 12/31/2020, MAJ vendor number 001060)
Fiscal Impact: This ordinance authorizes an expenditure of $73,803.06 with Parr Public Safety and $77,273.70 with Funtrails Vans from the Special Income Tax fund for the purchase of up-fitting parts and services for various vehicles on behalf of the Divisions of Fire, Recreation & Parks, and Weights & Measures. The Department of Finance and Management budgeted $9.0 million in the Special Income Tax Fund for 2020 Citywide Vehicle Acquisitions. The Fleet Management Division expended $4.1 million in 2019 and $6.5 million in 2018 from the Special Income Tax Fund for the purchase of vehicles and associated up-fitting for General Fund Departments.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for the purchase of up-fitting parts and services for vehicles on behalf of the Divisions of Fire, Recreation & Parks Department, and the Division of Weights & Measures, with Parr Public Safety and Funtrails Vans; and to authorize the appropriation and expenditure of $151,076.76 from the Special Income Tax fund. ($151,076.76)
Body
WHEREAS, the City has a need to up-fit newly acquired vehicles so that they can be placed into service; and
WHEREAS, the up-fitting of these vehicles will help eliminate some out of “life cycle” vehicles; and
WHEREAS, the Purchasing Office advertised formal bids for up-fitting parts and service for various agency up-fits and RFQ016202 was advertised on August 3, 2020 and two subsequent bids were posted: RFQ016496 on September 10, 2020 for fire mask repair van and fire academy van up-fitting and RFQ016835 on October 19, 2020 for squad k-9 vehicles and fire station trucks; and
WHEREAS, the Finance and Management Department recommends a bid award to Parr Public Safety, as the lowest, responsive, and responsible bidder, for RFQ016202 Lines 10, 20, 60, 80, & 90; and RFQ016835 Line 10 & 20; and
WHEREAS, the Finance and Management Department recommends a bid award to Funtrails Vans, as the lowest, responsive, and responsible bidder, for RFQ016202 Lines 30, ,40, 50, 70, & 120; and RFQ016496 Line 10 & 20; and
WHEREAS, funding for this up-fitting is budgeted and available within the Special Income Tax fund; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Fleet Management Division, to authorize the Finance and Management Director to establish purchase orders with Parr Public Safety and Funtrails Vans for the purchase of up-fitting parts and service for various vehicles so that these assets can be placed into effective service; 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 purchase orders with Parr Public Safety., for the purchase of up-fitting for Fire Command vehicles, Fire squad k-9 vehicles, Fire Prevention vehicles, and Fire Station Trucks.
Parr Public Safety, (CC#: 20-1619573, exp. 12/31/2020, MAJ) $73,803.06 total
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders with Funtrails Vans, for the purchase of up-fitting for Recreation & Parks trucks and vans, Division of Weights & Measures vehicles, and a Fire Academy van.
Funtrails Vans (CC#: 31-1224828, exp. 8/18/2022, MAJ vendor number 004872) $77,273.70 total
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, 2020, the sum of $151,076.76 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 2695-2020 Legislation Template.xls
SECTION 4. That the expenditure of $151,076.76 so much thereof as may be necessary, in regard to the actions authorized in Sections 1 and 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 2695-2020 Legislation Template.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 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 7. 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 8. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.