Explanation
Background: This ordinance authorizes the Finance and Management Director on behalf of the Fleet Management Division to purchase one (1) heavy duty tire balancer from the Planet Holding LLC. This machine will be utilized by the Department of Finance Fleet Division for the repair and upkeep of wheels for use throughout the city. RFQ025471 closed on 7/31/2023. There was a total of three (3) bids submitted. After the review of the bids, the lowest bidders (LESWEGO Corp and NAPA) provided bids for a machinery that was not a part of the bid specifications. Therefore, these bidders have been deemed non-responsive. The Fleet Division recommends the award be made to Planet Holdings as their initial bid came out to being the lowest and best bid response to bid specifications, length of warranty and available delivery date:
Planet Holding - $26,432.00
LESWEGO Corp - $13,717.28
NAPA - $8,698.00
Planet Holding DBA Planet Cellular, ID#22-3919201 vendor#046055
Fiscal Impact: A total of $26,432.00 will be spent from the Fleet Management Capital Fund 5205. Amendments to the 2023 Capital Improvement Budget and transfers of cash within Fund 5205 will be necessary to align budget authority and cash with the proper projects.
Emergency action is requested due to the instability of the automobile supply chain. The market volatility of all the OEMs continues with the ongoing shortage of chips and other critical supply line parts to produce vehicles. This limited availability is causing machinery to increase in cost as well as limit their availability and produce unacceptably long lead times. Therefore, emergency legislation is being requested so that Fleet may ensure the pending purchase and delivery of this machinery.
Title
To authorize the Finance and Management Director on behalf of the Fleet Management Division to purchase one (1) heavy duty tire balancer from Planet Holding LLC; to amend the 2023 Capital Improvement Budget; to authorize the transfer of $26,432.00 within the Fleet Management Capital Fund; to authorize expenditure of $26,432.00 from the Fleet Capital Fund; and to declare an emergency. ($26,432.00)
Body
WHEREAS, the Fleet Management Division intends to purchase one (1) heavy duty tire balancer; and
WHEREAS Planet Holding LLC bid was the lowest and best bid response to bid specifications, length of warranty and available delivery date - RFQ025471; and
WHEREAS, it is necessary to authorize the transfer of $26,432.00 within the Fleet Management Capital Fund 5205; and
WHEREAS, it is necessary to authorize the amendment of the 2023 Capital Improvement Budget Ordinance 1711-2023 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to one (1) heavy duty tire balancer from Planet Holding LLC due to the instability of the automobile supply chain so that the repair and upkeep of tires for the city fleet will be ready as soon as possible, 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 Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order for the acquisition of one (1) heavy duty tire balancer from Planet Holding LLC for use by the Department of Finance, Fleet Management Division.
SECTION 2. That the expenditure of $26,432.00, or so much thereof as may be necessary, is hereby authorized and approved from the Fleet Management Capital Fund 5205 within project 550003.100000 in Object Class 06 per the accounting codes in the attachment to the ordinance:
SECTION 3. That the transfer of $26,432.00 or so much thereof as may be needed, is hereby authorized between projects within the Fleet Management Capital Fund 5205 per the accounting codes in the attachment to this ordinance.
SECTION 4. That the 2023 Capital Improvement Budget Ordinance 1711-2023 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects:
Fund/Project ID/Project Name (Funding Source)/Current Authority/Revised Authority/Change
5205/P550013-100000/Fleet Facility Renovations (Fleet Management Carryover)/$361,818.00/$335,386.00/($26,432.00)
5205/P550003-100000/Fleet Equipment Replacement (Fleet Management Carryover)/$439,515.00/$465,947.00.00/$26,432.00
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 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 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 for 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.