Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to issue a purchase order to Columbus Lumber for meter heads and miscellaneous replacement parts manufactured by MacKay Meters under Section 329.07(e) of the Columbus City Code (sole source procurement). The purchase order will be issued for $65,000.00.
The Department of Public Service, Division of Mobility Options, is responsible for the operation and maintenance of the City's approximately 5,000 parking meters. MacKay Meters is the only brand of meter body currently in use. Replacement parts are required to keep the meters functional. MacKay parts can only be purchased from authorized MacKay distributors and the distributors are given exclusive territories. The City has received a letter from MacKay Meters confirming that Columbus Lumber is their exclusive distributor for this area.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Columbus Lumber.
2. CONTRACT COMPLIANCE
The Contract Compliance number for Columbus Lumber is 311571445 and Expires 01/31/14.
3. FISCAL IMPACT
Funds in the amount of $65,000.00 are available within the Streets and Highways Bond Fund within the Department of Public Service.
4. EMERGENCY DESIGNATION
Emergency action is requested to prevent interruption of the supply of replacement parts, keeping the existing meters in service.
Title
To authorize the Director of Finance and Management to issue a purchase order to Columbus Lumber for MacKay Meters meter bodies and replacement parts in accordance with the City's sole source provision; to authorize the expenditure of up to $65,000.00 from the Streets and Highways Bond Fund; and to declare an emergency. ($65,000.00)
Body
WHEREAS, the Department of Public Service, Division of Mobility Options, is responsible for the operation and maintenance of parking meters throughout the City; and
WHEREAS, replacement parts are needed to keep the parking meters in good operating condition; and
WHEREAS, funds were budgeted for parking meters and parts within the 2013 Capital Improvement Budget; and
WHEREAS, Columbus Lumber is the sole authorized distributor of MacKay Meters parts in Franklin County, Ohio; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Mobility Options, in that the supply of repair parts must be maintained to keep existing meters in service, 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 issue a purchase order in the amount of $65,000.00 to Columbus Lumber, 3923 East Main Street, Columbus, Ohio, 43213, for the purchase of MacKay Meters replacement parts.
SECTION 2: That the expenditure of $65,000.00 or so much thereof as may be needed is hereby authorized from the Streets and Highways Bond Fund, No. 704, as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 540001-100000 / Parking Meters - Commodities / 06-6651 / 591087 / $65,000.00
SECTION 3. 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 4. 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 5. 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 6. That this purchase is in accordance with the provisions of the Columbus City Code, Section 329.07(e), "Sole Source Procurement".
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 ten days after passage if the Mayor neither approves nor vetoes the same.