Explanation
1. BACKGROUND
This ordinance will establish an Auditor’s Certificate to purchase four Epoke Sirius Combi Salt & Spreader units.
The Department of Public Service, Division of Infrastructure Management, is responsible for treating Columbus roadways for ice and snow. It was determined it was in the best interest of the Division of Infrastructure Management to have the Office of Purchasing advertise a request for proposal (RFQ004782) to establish a multi-year universal term contract to purchase equipment for this purpose.
The total amount for this purchase will be $452,124.00. The quotations are on file with the Purchasing Office and the Purchasing Office is currently establishing the universal term contract with Bell Equipment, the local vendor for Epoke. This ordinance is contingent upon the approval of the ordinance the Department of Finanace and Management will be submitting to establish the UTC contract with Bell Equipment for the purchase of Epoke Equipment, ordinance 2516-2017.
2. CONTRACT COMPLIANCE INFORMATION
Bell Equipment’s contract compliance number is C007526 and expires 8/17/19.
3. FISCAL IMPACT
Funds are available for this expenditure from the Street and Highway Bonds Fund, no. 7704. An amendment to the 2017 Capital Improvement Budget is necessary to establish sufficient cash and budget authority in the proper project.
4. EMERGENCY DESIGNATION
The department requests emergency designation for this legislation so as to ensure that the division receives the units prior to the beginning of the 2017-2018 snow season.
Title
To amend the 2017 Capital Budget; to transfer funds between projects within the Streets and Highways Bond Fund; to authorize the Director of Finance and Management to enter into a contract for the purchase of four Epoke Sirius Combi AST spreader units to be used for snow and ice control in accordance with the soon to be established contract with Bell Equipment; to authorize the expenditure of $452,124.00 from the Street and Highways Bonds Fund for the purchase of the Epoke equipment; and declare an emergency. ($452,124.00)
Body
WHEREAS, the Department of Public Service, Division of Infrastructure Management, is responsible for snow and ice removal along the City's roadway system; and
WHEREAS, the Division of Infrastructure Management desires to purchase four Epoke Sirius AST units to assist with snow and ice removal; and
WHEREAS, the City of Columbus is in the process of establishing a Universal Term Contract with Bell Equipment for the purchase of Epoke equipment; and
WHEREAS, it is necessary to amend the 2017 Capital Improvement Budget and to transfer cash between projects within the Streets and Highways Bonds Fund to ensure that sufficient funds are available in the correct areas of expense; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Service in that it is immediately necessary to authorize the purchase of said units so they can arrive in time to be used this winter, 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 2017 Capital Improvements Budget authorized by ordinance 1124-2017 be amended as follows to establish sufficient authority for this project:
Fund / Project Number / Project Name / Current / Change / Amended
7704 / P590105-100000 / Pedestrian Safety Improvements (Voted Carryover) / $0.00 / $706,991.00 / $706,991.00 (to match cash per attached cancellation forms previously submitted to the Auditor's Office)
Fund / Project Number / Project Name / Current / Change / Amended
7704 / P590105-100000 / Pedestrian Safety Improvements (Voted Carryover) / $706,991.00 / ($452,124.00) / $254,867.00
7704 / P530020-100000 / Street Equipment (Voted Carryover) / $0.00 / $452,124.00 / $452,124.00
SECTION 2. That the transfer of $452,124.00, or so much thereof as may be needed, is hereby authorized between projects within Fund 7704 Streets and Highways Bond Fund per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Finance and Management is hereby authorized to establish a purchase order using the soon to be established Universal Term Contract, ordinance 2516-2017, with Bell Equipment Company to pay for four Epoke Sirius AST units on behalf of the Department of Public Service.
SECTION 4. That the expenditure of $452,124.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 Streets and Highways Bond Fund per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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 10 days after its passage if the Mayor neither approves nor vetoes the same.