Explanation
Background: The Refuse Collection Division's mechanized collection system extensively utilizes automated side loading refuse collection vehicles. The operation of the hydraulic arm mechanism on these trucks that lifts the trash containers requires additional maintenance due to the number and variety of movable parts. Therefore, these collection arms require that the units be serviced more frequently by the Fleet Management Division. Occasionally, this results in the refuse truck being out of service longer than anticipated.
In order to help alleviate this problem, this ordinance provides for the purchase of two (2) complete hydraulic arm assemblies. Having these hydraulic arm assemblies on hand will greatly reduce truck repair turnaround time and increase refuse collection productivity by allowing the quick replacement of the collection arms. The refuse truck can return to service almost immediately. The malfunctioning arm can then be repaired without awaiting parts or service availability.
Two informal quotations were solicited and received for these arms as follows:
Vendor / Price Quoted Per Arm / Total / Vendor Status
McNeilus Truck and Manufacturing Company / $12,500.00 / $25,000.00 / Majority
Schodorf Truck Body and Equipment Company / $13,750.00 / $27,500.00/ Majority
The purchase of two side loader hydraulic arm assemblies is recommended from McNeilus Truck and Manufacturing Company as the lowest, best, most responsive and most responsible bidder. Their contract compliance number is 41-1314526 (expires May 14, 2007). The formal competitive bidding requirements of the City Code must be waived because of the informal nature of the quotations.
Fiscal Impact: The Refuse Collection Division budgeted $10.1 million in the 2004 Capital Improvements Budget for refuse collection vehicles and containers. All of these funds are either expended or obligated by pending legislation. The cost of these arms can be capitalized as they are an integral component of the complete refuse collection automated side loading truck whose purchase cost was also capitalized. Both the trucks and the hydraulic arms' useful service lives exceed five (5) years. This expense can be accommodated within the 1995, 1999 Voted Refuse Collection Fund, mechanized collection project, by appropriating and transferring $25,000.00 within the Special Income Tax Fund. This funding method is a temporary measure and this amount will be restored to the Special Income Tax Fund subsequent to the next note/bond sale for refuse collection equipment. This ordinance amends the 2004 Capital Improvements Budget to reflect this $25,000.00 expenditure as this amount is beyond the original 2004 CIB authorization.
Emergency action is requested to expedite the delivery of these spare arms that will reduce downtime, enhance refuse collection productivity and promote uninterrupted collection service to residents.
Title
To amend the 2004 Capital Improvements Budget; to appropriate and authorize the City Auditor to transfer $25,000.00 from the Special Income Tax Fund to the 1995, 1999 Voted Refuse Collection Fund; to authorize the Finance Director to establish a purchase order with McNeilus Truck and Manufacturing Company for the purchase of two automated side loading truck hydraulic arms for the Refuse Collection Division; to waive the formal competitive bidding requirements of the City Code; to authorize the expenditure of $25,000.00 for this purpose from the 1995, 1999 Voted Refuse Collection Fund, and to declare an emergency. ($25,000.00)
Body
WHEREAS, the operation of the hydraulic arm mechanism on automated side loading refuse collection trucks is crucial to the collecting of residential trash; and
WHEREAS, the Fleet Management Division must frequently order parts before completing repairs; and
WHEREAS, this process impairs Refuse Collection Division productivity and lengthens truck down time; and
WHEREAS, having spare arm assemblies on hand will greatly reduce truck repair turnaround time by allowing the quick replacement of hydraulic arms for refuse collection vehicles; and
WHEREAS, the cost of two (2) spare hydraulic arm assemblies is $25,000.00 and can be capitalized; and
WHEREAS, informal quotations were solicited and received from two (2) vendors for this purpose; and
WHEREAS, an emergency exists in the usually daily operation of the Refuse Collection Division, Public Service Department, in that it is immediately necessary to procure two (2) spare hydraulic arms to increase productivity, 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 2004 Capital Improvements Budget be amended as follows:
Public Service / Refuse Collection
Project / Current CIB Amount / Amendment Amount / CIB as Amended
Mechanized Collection Equipment / $11,052,560 / $25,000 / $11,077,560
SECTION 2. That from the unappropriated monies in the Special Income Tax Fund, Fund 430, and from the 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, 2005, the sum of $25,000.00 be and hereby is appropriated to the City Auditor, Department No. 22-01, Object Level One Code 10, Object Level Three Code 5500 and OCA Code 920023.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the 1995, 1999 Voted Refuse Collection Fund, Fund 703, at such time as it is deemed necessary by the City Auditor and to expend said funds or so much thereof as may be necessary.
SECTION 4. That $25,000.00 is hereby appropriated within Fund 703, the 1995, 1999 Voted Refuse Collection Fund, Department No. 59-02, Refuse Collection Division, Object Level One Code 06, Object Level Three Code 6651, OCA Code 644419 and Project 520001 to purchase four (4) manual side loading refuse collection trucks for the Refuse Collection Division.
SECTION 5. That the monies appropriated in the foregoing Section 4 shall be paid upon order of the Public Service Director 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 6. That upon obtaining other funds for this capital improvement, the City Auditor is hereby authorized to repay the Special Income Tax Fund the amount transferred under Section 3 above and said funds are hereby deemed appropriated for such purpose.
SECTION 7. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract(s) or contract modification(s) associated with the expenditure of the funds transferred under Section 3 above.
SECTION 8. That the City intends that this ordinance constitute an official intent for purposes of Section 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 9. That the Finance Director be and hereby is authorized to establish a purchase order with McNeilus Truck and Manufacturing Company for the purchase of two spare hydraulic arm assemblies for automated side loading refuse collection trucks for the Refuse Collection Division.
SECTION 10. That in accordance with Section 329.27 of the Columbus City Code, City Council has determined that it is in the best interest of the City of Columbus that Section 329.06 relating to formal competitive bidding requirements be waived and hereby waives said section.
SECTION 11. That the expenditure of $25,000.00 for this purpose be and hereby is authorized from Fund 703, the 1995, 1999 Voted Refuse Collection Fund, Department No. 59-02, Refuse Collection Division, Object Level One Code 06, Object Level Three Code 6652, OCA Code 644419 and Project 520001.
SECTION 12. 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.