Explanation
1. BACKGROUND
The Divisions of Infrastructure and Traffic Management use equipment for projects throughout the City of Columbus. These pieces of equipment allow for the divisions to be more efficient with day to day projects and work orders and provide for more reliable equipment to carry out services provided by the divisions.
The Purchasing Office opened formal bids on July 30th, 2015 for the purchase of five (5) hot patching inserts for F550s for the Division of Infrastructure Management. The office received two bids. After review of the bids, the Department of Public Service recommends award to the following vendor as the lowest, responsive and responsible bidder:
Kaffenbarger Truck Equipment Co. (31-0802979): Line items #1 and #2.
The total cost will be $67,000.00.
The Purchasing Office opened formal bids on August 6th, 2015 for the purchase of one (1) vacuum trailer for the Division of Traffic Management and received four bids. After review of the bids, the Department of Public Service recommends award to the following vendor as the lowest, responsive and responsible bidder:
Vermeer Heartland Inc. (36-3116243): Vacuum Trailer with Training
The total cost will be $42,850.00.
The total cost of these expenditures is $109,850.00
2. CONTRACT COMPLIANCE INFORMATION
Company Compliance Number Expiration Date
Kaffenbarger Truck Equipment Co. 31-0802979 02/02/2017
Vermeer Heartland Inc. 36-3116243 03/17/2017
3. FISCAL IMPACT
Funds for this expenditure are budgeted in the 2015 C.I.B within the Streets and Highways Bonds Fund, no. 704.
4. EMERGENCY DESIGNATION
Emergency action is requested to ensure equipment is received as soon as possible so that it can replace units that are beyond their useful life.
Title
To authorize the Director of Finance and Management to establish purchase orders for the purchase of five (5) hot patch inserts from Kaffenbarger Truck Equipment Co. and one (1) vacuum trailer from Vermeer Heartland Inc.; to authorize the expenditure of $109,850.00 from the Street and Highway Bond Fund; and to declare an emergency. ($109,850.00)
Body
WHEREAS, the Divisions of Infrastructure and Traffic Management are responsible for street and traffic maintenance throughout the City, and
WHEREAS, the Divisions are in need of equipment to carryout services to the citizens of Columbus, and
WHEREAS, the City of Columbus does not include this type of equipment on any Universal Term Contract, and
WHEREAS, this purchase has been approved by the Fleet Management Division, and
WHEREAS, funds are available in the Street and Highway Bond Fund for this 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 Director of Finance and Management to establish purchase orders to ensure this equipment is received 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 Director of Finance and Management is hereby authorized to establish separate purchase orders in accordance with the specifications on file in the Purchasing Office for the following equipment:
Kaffenbarger Truck Equipment Co.
2265 Refugee Rd.
Columbus, OH 43207
Five (5) Hot Patch Inserts - $67,000.00
Vermeer Heartland Inc.
2574 US Route 22 NW
Washington Court House, OH 43160
One (1) Vacuum Trailer - $42,850.00
Total: $109,850.00
SECTION 2. That the sum of $109,850.00 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, number 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount.
704 / 530020-100000 / Street Equipment / 06-6651 / 591246 / $109,850.00
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 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.