Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance to enter into a contract with BEC Enterprises LLC utilizing the ODOT Cooperative Purchase Contract and the expenditure of city funds within the Streets & Highways Bond Fund, Fund 7704, for the purchase of (1) Energreen Aspen Fast 7 Boom Mower to clear and maintain the City’s right of ways for the Department of Public Service, Division of Infrastructure Management.
The Division of Infrastructure Management will use the equipment to clear and maintain city right of ways as part of the routine maintenance performed by the Street Maintenance team. This equipment ensures that safety is prioritized for all city residents.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against BEC Enterprises LLC.
2. CONTRACT COMPLIANCE
The contract compliance number for BEC Enterprises LLC is CC045952 and expires on 11/14/2027.
3. FISCAL IMPACT
Funding in the amount of $298,903.00 is available and appropriated within the Streets and Highways Bond Fund, Fund 7704 within the Department of Public Service. An amendment to the 2025 Capital Improvements Budget is necessary to align funding for these project expenditures.
4. REQUEST FOR WAIVER OF FORMAL COMPETITIVE BIDDING REQUIREMENTS
A request for waiver of the formal competitive bidding requirements of Columbus City Code Chapter 329 is requested for this purchase so that the Division of Infrastructure Management can purchase the equipment during the current season to clear and maintain city right of ways to ensure public safety of those using the facilities and due to the need of another functional unit as the division’s current units are in need of continuous maintenance.
5. EMERGENCY DESIGNATION
Emergency action is requested to allow the Department of Public Service to contract with BEC Enterprises LLC and purchase of (1) Energreen Aspen Fast 7 Boom Mower so that the facilities are still available to use and that safety is prioritized for all city residents.
Title
To amend the 2025 Capital Improvement Budget; to authorize the Director of Finance and Management to enter into contract with BEC Enterprises LLC utilizing the ODOT Cooperative Purchase Contract to purchase equipment to clear and maintain city right of ways; to authorize the waiver of the competitive bidding provisions of Columbus City Code; to authorize the expenditure of up to $298,903.00 from the Streets & Highways Bond Fund; and to declare an emergency. ($298,903.00)
Body
WHEREAS, it is necessary to authorize expenditures from the Streets and Highways Bond Fund for this purchase; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget to align funding for these project expenditures; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 to procure this equipment due to the need to be able to purchase the equipment in the current season to ensure continued public safety of those using the city right of ways and due to the need of another functional unit as the division’s current units are in need of continuous maintenance; and
WHEREAS, the Director of Finance and Management is authorized to enter into a contract with BEC Enterprises LLC utilizing the ODOT Cooperative Purchase Contract for purchase of equipment to clear and maintain city right of ways for the Department of Public Service, Division of Infrastructure Management; and
WHEREAS, an emergency exists within the Department of Public Service in that it is immediately necessary to authorize the Director of the Department of Public Service to expend city monies to purchase city street cleaning equipment from BEC Enterprises LLC, for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2025 Capital Improvements Budget authorized by ordinance 1790-2025 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7704 / 530020 - 100000 / Street Equipment (Voted Carryover) $1,708,670.00/ ($298,903.00) / $1,409,767.00
7704 / 530020 - 100027 / Street Equipment - Infrastructure Management / (Voted Carryover) / $0.00 / $298,903.00 / $298,903.00
SECTION 2. That City Council finds it is in the best interest of the City of Columbus to waive the formal competitive bidding requirements of City Code Chapter 329.
SECTION 3. That the Director of Finance and Management be and is hereby authorized to enter into a contract with BEC Enterprises LLC based on the ODOT Cooperative Purchase Contract DOT09926-2 for the purchase of (1) Energreen Aspen Fast 7 Boom Mower.
SECTION 4. That the expenditure of $298,903.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets & Highways Bond Fund), Dept-Div 5911 (Infrastructure Management), Project 530020-100027 (Street Equipment - Infrastructure Management) in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. Funds are hereby deemed appropriated and expenditures and transfers 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 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 ten days after passage if the Mayor neither approves nor vetoes the same.