Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system. To accomplish this mission the Division requires one backhoe with attachments. This backhoe will replace one that is beyond its useful service life. This purchase will be in accordance with the current State of Ohio State Term Schedule Contract (STS), STS515W, Schedule Number 7751500807, which expires on March 31, 2011.
City ordinance 0582-87 authorizes city agencies to utilize Department of Administrative Services (DAS) State Cooperative contracts.
To obtain cost information for this purchase the Division first contacted area businesses to ascertain pricing should the Division formally bid the units. State Contract Pricing was then obtained to compare and decide which method offered the City the best savings. It was determined that utilizing the state contract was the best option. This information was sent to the City's Purchasing Office who evaluated the quotes and concurred with the state contract option.
The Supplier for this equipment will be Southeastern Equipment Company, 6390 Shier-Rings Road, Dublin, OH 43016.
The quotation is on file with the Purchasing Office. This purchase has been approved by the Fleet Management Division. This equipment does not offer environmentally preferred fuel options at this time.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Southeastern Equipment Company.
2. CONTRACT COMPLIANCE INFORMATION
Southeastern Equipment Company's contract compliance number is 341503254 and expires 2/5/11.
3. FISCAL IMPACT
Funds are available for this expenditure from the Street and Highway Improvement Fund, no. 766. The cost of this purchase is $91,122.16.
Title
To authorize the Director of Finance and Management to enter into a contract for the purchase of one backhoe with attachments in accordance with a State of Ohio contract with Southeastern Equipment Company, Inc. for the Division of Planning and Operations; to amend the 2010 CIB; to authorize the transfer of funds within the Street and Highway Improvement Fund; and to authorize the expenditure of $91,122.16 from the Street and Highway Improvement Fund. ($91,122.16)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system, and
WHEREAS, the Division of Planning and Operations wishes to purchase a backhoe with attachments using State of Ohio State Term Schedule, STS515W which expires on March 31, 2011, and
WHEREAS, City ordinance 0582-87 authorizes city agencies to utilize state cooperative term contracts, 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 this equipment does not offer environmentally preferred fuel options at this time, and
WHEREAS, funding is based on quotes dated May 20, 2010 submitted by Southeastern Equipment Company, and the quoted prices reflect State of Ohio contract pricing and is on file with the Purchasing Office, and
WHEREAS, funds are available in the Street and Highway Improvement Fund for this expense; 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 a purchase order with Southeastern Equipment Company, 6390 Shier-Rings Road, Dublin, OH 43016, for the purchase of one backhoe with attachments in accordance with the State of Ohio State Term Schedule Contract, STS515W which expires on March 31, 2011.
Section 2. That funding for this legislation is based on quotes dated May 20, 2010 submitted by Southeastern Equipment Company., and the quoted prices reflect State of Ohio contract pricing, and are on file with the Purchasing Office.
Section 3. That the 2010 Capital Improvement Budget authorized by ordinance 0564-2010 be and is hereby amended to provide sufficient authority for this project as follows:
Fund/Project / Project Name /OCA/ Current / Change / Amended
766 / 530161-100000 / Roadway Improvements / $891,680.00 (Carryover) / ($91,123.00) (Carryover) / $800,557.00 (Carryover)
766 / 530020-100000 / Street Equipment / $0.00 (Carryover) / $91,123.00 (Carryover) / $91,123.00 (Carryover)
Section 4. That the sum of $91,122.16 be and hereby is appropriated from the unappropriated balance of Fund 766, The Street and Highway Improvement Fund, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2010 to Dept-Div. 59-11, for the Division of Planning and Operations as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 / 530161-100000 / Roadway Improvements / 06-6600 / 590010 / $91,122.16
Section 5. That the transfer of cash and appropriation within The Street and Highway Improvement Fund, 766, be authorized as follows:
Transfer From:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 / 530161-100000 / Roadway Improvements / 06-6600 / 590010 / $91,122.16
Transfer To:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 / 530020-100000 / Street Equipment / 06-6600 / 766020 / $91,122.16
Section 6. That the sum of $91,122.16 or so much thereof as may be needed is hereby authorized to be expended from the Street and Highway Improvement Fund, No. 766, Dept./Div. 59-11, OCA Code 766020, O.L. 01-03 Codes 06-6651, Project Number 530020-100000.
Section 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.