Title
To amend the 2007 Capital Improvements Budget; to transfer funds within the Safety Voted Bond Fund, to authorize the Finance and Management Director to establish a purchase order to purchase eighteen (18) Prisoner Transport Vehicles for the Public Safety Department, Police Division, per the terms and conditions of SA002391CGW with 32 Ford-Mercury, Inc.; to authorize the expenditure of $658,098.00 from the Fleet Management Division General Fund vehicle allocation and $633,600 from the Safety Voted Bond Fund, and to declare an emergency. ($1,291,698.00)
Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to issue a purchase order to 32 Ford-Mercury, Inc. for the purchase of eighteen (18) fully equipped Prisoner Transport Vehicles for the Police Division. The Police Division needs to replace existing Prisoner Transport Vehicles that have high mileage. The following bids were received by the Purchasing office on May 10, 2007 for the purchase of Prisoner Transport Vehicle units via SA002391CGW.
Vendor Bid amount Contract Comp# Status
Sirchie Fingerprint Labs, Inc. $69,949.00 per unit 210692770 Majority
32 Ford-Mercury, Inc. $71,761.00 per unit 311285506 Minority
Allan Vigil Ford $74,990.00 per unit 581606549 Minority
After review of the received bids the Police Division and the Purchasing office recommend acceptance of the lowest, most responsive, and best bid submitted by 32 Ford-Mercury, Inc., in the total amount of $1,291,698.00 for the purchase of eighteen (18) Prisoner Transport Vehicles (PTV's). Sirchie Fingerprint Labs provided the lowest bid; however, they did not quote a comparable unit and, therefore, Purchasing deems their bid to be non-responsive.
EMERGENCY ACTION is necessary so that the purchase order for these vehicles can be issued as soon as possible in order to meet manufacturer's cutoff dates and to acquire the vehicles expeditiously as possible.
CONTRACT COMPLIANCE: Contract Compliance for 32 Ford-Mercury, Inc.; 31-1285506, which expires 09/22/2008.
FISCAL IMPACT: The Fleet Management Division budgeted $4 million in the 2007 General Fund vehicle allocation and an additional $1 million for vehicles in the Safety Staffing Contingency Fund. Year to date, approximately $3.83 million of these General Fund monies have been encumbered for the purchase of approximately 180 city vehicles, including 116 Police vehicles. This ordinance authorizes an expenditure of $658,098.00 from the remaining balance of General Fund monies to purchase the cab & chassis portion of the PTV's and $633,600 in capital monies to procure the body portion of the PTV's from the Police Capital Fund, for a total expenditure of $1,291,698.00. The 2007 Capital Improvements Budget (CIB) authorizes $1.52 million for Police Apparatus. As a temporary measure, the Police Division will transfer funds within the Safety Voted Bond Fund 701 from the Police Facility Renovation-Lease line item to help procure these vehicles. This ordinance assumes the passage of 1010-2007 and 1092-2007, which also authorize amendments to the Police Apparatus and Facility Renovation-Lease projects.
Body
WHEREAS, it is necessary to amend the 2007 Capital Improvements Budget and to transfer funds within the Safety Voted Bond Fund, and
WHEREAS, the need exists for replacement of prisoner transport vehicles in the Police Division, and
WHEREAS, the Fleet Management Division has sufficient General Fund monies budgeted for the purchase of the cab and chassis for the PTV's, and
WHEREAS, the Police Division has sufficient capital funds to purchase the bodies of the PTV's, and
WHEREAS, a formal advertisement for bids was solicited via SA00002391CGW, and
WHEREAS, the Police Division and the Purchasing office recommend acceptance of the lowest, best, and most responsive bid submitted by 32 Ford-Mercury, Inc, 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 authorize the Finance and Management Director to issue a purchase order for the purchase of prisoner transport vehicles for the Police Division, 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 2007 Capital Improvement Budget is hereby amended as follows, assuming the passage of 1010-2007 and 1092-2007:
PROJECT NAME PROJECT NO CURRENT CIB REVISED CIB
Police Apparatus(New Funds) 330034 $1,311,533 $677,933
Police Apparatus(Carryover) 330034 $208,467 $842,067
Facility Ren.-Lease(New Funds) 330023 $208,467 $842,067
Facility Ren-Lease(Carryover) 330023 $1,077,634 $444,034
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds within the Safety Voted Bond Fund as follows:
FROM:
Dept/Div: 30-03|Fund: 701|Project Number 330023|Project Name - Police Facility Renovation-Lease|OCA Code: 644476|OL1: 06|OL3: 6620|Amount $633,600.00
TO:
Dept/Div: 30-03|Fund: 701|Project Number 330034|Project Name - Police Apparatus|OCA Code: 644476|OL1: 06|OL3: 6650|Amount $633,600.00
SECTION 3. That the Director of Finance and Management be and is hereby authorized and directed to issue a purchase order to 32 Ford-Mercury, Inc. to purchase prisoner transport vehicles for the Police Division via the Fleet Management Division General Fund vehicle allocation and the Police Capital Fund, in accordance with Solicitations SA002391CGW.
SECTION 4. That for the purpose of paying the cost thereof, the sum of $658,098.00 or so much thereof as may be needed, is hereby authorized to be expended from the Fleet Management Division General Fund Vehicle allocation, Fund 010, Department/Division 45-05, OCA Code 451201, Object Level One Code 06, Object Level Three Code 6650, and $633,600, or so much thereof as may be needed, is hereby authorized to be expended from the Police Division Capital Fund 701, Department/Division 33-03, OCA Code 644476, Object Level One Code 06, Object Level Three Code 6650 and Project 330034.
SECTION 5. 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 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 ten days after passage if the Mayor neither approves nor vetoes the same.