Explanation
Background: This ordinance authorizes the Finance and Management Director to modify an existing Universal Term Contract (UTC) and to approve the re-purposing of previously legislated funds which were passed to establish purchase orders and additional funding for the acquisition of automobiles and light duty trucks for the Columbus Division of Fire and City of Columbus Division of Police. These purchase orders for the vehicle purchases will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office.
The contract PA004790 with George Byers Sons, Inc. for the purchase of Light Duty Trucks will be modified to allow for the purchase of sixteen (16) Ford Escapes at retail price. The contract currently only allows for the purchase of items at $85 over triple net dealer invoice. The higher price for these items and the need to modify the existing UTC is caused by the international supply chain disruption, and high inflation. These issues were unforeseen at the time the contracts were solicited.
Purchase orders will be established with George Byers Sons Inc, (PA004790 & PA004948) for the acquisition of automobiles and light duty trucks and Ricart Properties Inc (PA004555) for the purchase of used Ford EcoSports.
George Byers Sons Inc, Vendor#006008, PA004790 & PA004948, expires 6/30/23 - ($516,175.00)
Ricart Properties Inc, Vendor#004963, PA004555, expires 3/30/2023 - ($497,677.00)
These vehicles are to be purchased as replacements for older, high mileage, and high maintenance vehicles currently in service and as such will reduce maintenance expenses, fuel consumption, and general upkeep costs.
Previously, Ordinance 2551-2021 authorized $402,480.00 for the purchase of automobiles and light duty trucks for the Division of Police and ACPR002422 was created via this Ordinance. Ordinance 3504-2022 authorized $605,386.00 in additional funds for the acquisition of automobiles and light duty trucks as well as used Ford EcoSports for use by the Divisions of Fire and Police and ACPR002421 was created via this ordinance. Due to complications and unforeseen supply line issues these orders were not filled. With the combination of these previously established funds that are currently held on ACPR002421 and ACPR002422 as well as $5,976.00 in additional funding needed, these orders can be fulfilled and the 2021 Buy Plan completed.
These companies are not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract to the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: This ordinance authorizes the combined expenditure of $1,013,842.00 with George Byers Sons and Ricart Properties Inc for the acquisition of automobiles and light duty trucks for use by the Columbus Division of Fire and Columbus Division of Police. $402,480.00 is available on previously established ACPR002422 which was legislated for use by Ord. 2551-2021 and $605,386.00 is available on previously established ACPR002421 which was legislated by Ordinance 3504-2022 combined with an additional $5,976.00 which will be expended from the Special Income Tax Fund for a total expenditure of $1,013,842.00. $7,200,000.00 was budgeted for the 2021 Citywide Vehicle Acquisitions.
Emergency action is requested due to market volatility of automobile manufactures and increased shortage of chips and other critical supply line parts to produce vehicles. It would be advantageous for the City to process these purchase orders as soon as possible in order to offset potential delays due to supply chain pressures.
Title
To authorize the Finance and Management Director, on behalf of the Purchasing Office and the Fleet Management Division, to modify an existing Universal Term Contract (UTC) and to establish purchase orders from previously established Universal Term Contracts (UTCs) for the purchase of vehicles for use by the Division of Fire and Division of Police, with George Byers Sons Inc and Ricart Properties Inc; to authorize the expenditure of $605,386.00 from ACPR002421; to authorize the expenditure of $402,480.00 from ACPR002422; to authorize the appropriation and expenditure of $5,976.00 from the Special Income Tax Fund; and to declare an emergency. ($1,013,842.00)
Body
WHEREAS, the Purchasing Office entered into Universal Term Contracts for Light Duty Trucks; and
WHEREAS, it is necessary to modify the existing said Universal Term Contracts in order to provide vehicles for various City agencies; and
WHEREAS, the global supply chain disruption requires the City to purchase thirty four (34) units at prices higher than the original contract; and
WHEREAS, the Division of Fire and Division of Police has a need to replace older high mileage and high maintenance vehicles; and
WHEREAS, the replacement of these vehicles will reduce maintenance, service, and fuel-related costs associated with ongoing ownership of older vehicles; and
WHEREAS, George Byers Sons Inc successfully bid and was awarded contracts PA004790 (expires 6/30/23) and PA004948 (expires 6/30/23); and
WHEREAS, Ricart Properties Inc. successfully bid and was awarded contract PA004555 - Pre-Owned Vehicles, expires 3/30/2023; and
WHEREAS, funding for these vehicles is budgeted and available within the Special Income Tax fund; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance & Management in that it is immediately necessary to authorize the Director to establish various purchase orders and contracts for the purchase of new vehicles for use by various City Departments to offset potential delays due to supply chain pressures; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to modify a Universal Term Contract for Light Duty Trucks with George Byers Sons, Inc
George Byers Sons Inc, PA00479, Light Duty Trucks, Expires: 06/30/2023.
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders from previously established Universal Term Contracts for the acquisition of vehicles for use by the Division of Fire with the following vendors:
George Byers Sons Inc, PA004790 & PA004948 ($516,175.00) - vehicles
Ricart Properties Inc, PA004555 ($497,667.00) - Pre-Owned vehicles
SECTION 3. That the expenditure of $605,386.00, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1 and 2 be and is hereby authorized and approved from ACPR002421.
SECTION 4. That the expenditure of $402,480.00, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1 and 2 be and is hereby authorized and approved from ACPR002422.
SECTION 5. That from the unappropriated monies 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, 2023, the sum of $5,976.00 is appropriated in the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06, per the account codes in the attachment to this ordinance:
See Attached File: 0189-2023 Legislation Template.xls
SECTION 6. That the expenditure of $5,976.00, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1 and 2 be and is hereby authorized and approved from the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 0189-2023 Legislation Template.xls
SECTION 7. 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 8. 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 9. 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 10. That the funds necessary to carry out the purpose of this ordinane are herby deemed appropriated and the City Auditor shall establish such accounting codes as is necessary.
SECTION 11. 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.