Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to modify existing contracts, identified as purchase orders PO360267 and PO410978, with Ohio Machinery Co. for the purchase of seven chipper trucks. The modification amount being authorized by this ordinance is $17,500.00.
The Recreation and Parks Department is in the process of purchasing seven chipper trucks for the Forestry Section. Forestry staff has requested a change order to the specifications for these chipper trucks awarded to Ohio Machinery Co. on PO360267 and PO410978. This change order will provide a larger, more powerful hoist to lift the chipper truck body for all seven trucks. The cost of this upgraded hoist is 2,500.00 per truck, or $17,500.00 total for all seven trucks.
This modification is needed due to a mistake made in preparation of the specifications for procurement. All parties involved, including the Recreation and Parks Department, Fleet Management, and the awarded vendor, failed to recognize the need for a more powerful hoist on these dump truck beds. The staff operators reported the issue once the trucks were put into service. The vendor agreed that they would not charge any fees for labor to replace the existing hoists once the difference in price for the larger hoists was paid, that being $2,500 per truck, or $17,500.00 total for all seven trucks. Due to this and the fact that the trucks were already awarded to this vendor and were already in service, this modification is necessary.
Principal Parties:
Ohio Machinery Co.
3993 East Royalton Road
Broadview Heights, Ohio 44147
John Krauss, (614) 875-3732
Contract Compliance Number: 006428
Contract Compliance Expiration Date: May 08, 2026
Benefits to the Public: Trees and parkland maintained by the city enhance the quality of life of our citizens. The equipment will allow for the continued upkeep of these amenities, addressing safety concerns in public parks and rights of way.
Community Input/Issues: The community has expressed a desire for well-maintained parkland and trees through 311 requests, word of mouth, and social media.
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by ensuring that trees and parks remain accessible, safe, and well maintained.
Fiscal Impact: Existing contracts, identified as purchase orders PO360267 and PO410978, for the purchase of seven chipper trucks, were authorized by Ordinances 0722-2022 and 1121-2023. These purchase orders total $1,225,963.00. This ordinance will provide authorization to modify the previously authorized contracts and purchase orders amount by $2,500.00 per truck, or $17,500.00 total for all seven trucks. $17,500.00 is budgeted and available in the Recreation and Parks Permanent Improvement Fund 7702 and Permanent Improvement Fund 7747 to meet the financial obligations of this contract modification. The aggregate total amount authorized for these seven chipper trucks, including this modification, is $1,243,463.00.
Title
To authorize the Director of Recreation and Parks to modify existing contracts, identified as purchase orders PO360267 and PO410978, with Ohio Machinery Co. for the purchase of seven chipper trucks in order to include larger hoists to lift the chipper truck bodies; to authorize the amendment of the 2024 Capital Improvements Budget; and to authorize the expenditure of $17,500.00 from the Recreation and Parks Permanent Improvement Fund. ($17,500.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to modify existing contracts, identified as purchase orders PO360267 and PO410978, with Ohio Machinery Co. for the purchase of seven chipper trucks in order to include larger hoists to lift the chipper truck bodies; and
WHEREAS, it is necessary to authorize the amendment of the 2024 Capital Improvements Budget Ordinance 1907-2024 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $17,500.00 from the Recreation and Parks Permanent Improvement Fund 7747; and
WHEREAS, it has become necessary in the usual daily operations of the Recreation and Parks Department to authorize the Director to enter into these contract modifications, all for the preservation of the public health, peace, property, safety, and welfare and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to modify existing contracts, identified as purchase orders PO360267 and PO410978, with Ohio Machinery Co. for the purchase of seven chipper trucks in order to include larger hoists to lift the chipper truck bodies. The modification amount being authorized by this ordinance is $17,500.00. The aggregate total amount authorized for these purchases, including this modification, is $1,243,463.00.
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. That the 2024 Capital Improvements Budget Ordinance 1907-2024 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current Revised Authority / Current Remaining Authority / Change / Amended Revised Authority / Amended Remaining Authority
Fund 7747 / P510040-100000 / Recreation and Parks Equipment (Carryover) / $35,000 / $0 / $59,173 / $94,173 / $59,173 (to match cash)
SECTION 6. That the expenditure of $17,500.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Permanent Improvement Fund 7747 in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.