Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish various purchase orders for the Fleet Management Division to purchase 30 vehicles for various General Fund departments. The Departments of Development, Public Safety, and Recreation and Parks need to replace older vehicles that have high mileage and significant maintenance costs. These needs include ten (10) compact sedans for the Development Department, eight (8) of which have been purchased from a UTC, thereby leaving two (2) to legislate. The Police Division requires thirty (30) unmarked mid-size sedans, six (6) of which have already been purchased from a UTC, thereby leaving twenty-four (24) to legislate. The Recreation and Parks Department needs eight (8) full size 1-ton pickups, four (4) of which have already been purchased from a UTC, thereby leaving four (4) to legislate. The old vehicles are to be disposed via auction of upon delivery of the new vehicles.
Nearly all of the vehicles being purchases are defined as "green" under the Mayor's Green Action Plan implemented earlier this year. For instance, the compact sedans for the Development Department will have improved fuel economy and replace larger sedans currently being used to conduct inspections. The mid-size sedans being purchased for the Police Division and the pickups being purchases for Recreation & Parks are flex fuel capable, meaning that they can use E85 (ethanol), which is priced approximately 25 cents per gallon less than gasoline and burns fewer carbon emissions.
In addition to these vehicles, this legislation also authorizes the Finance and Management Director to establish purchase orders to purchase two (2) dump truck bodies with hoists and accessories and one truck cab & chassis with a 12' flatbed for the Recreation and Parks Department. These items were competitively bid and are to be awarded to K.E. Rose Company and Byers Chevrolet, respectively.
BID INFORMATION: All vehicles will be purchased in accordance with Universal Term Contracts (UTCs) as established by the Purchasing Office via Solicitation SA002596, Contract # FL003777 for two (2) compact sedans (Chevrolet Cobalts) from George Byers Sons, Inc; via SA002596, Contract # FL003777 for twenty-four (24) mid-size sedans (Chevrolet Impalas) from George Byers Sons, Inc.; and via Solicitation SA002595, Contract # FL003832 for four (4) full size 1 ton pickups (Ford F-350's) from 32 Ford Mercury, Inc. The two dump truck bodies with hoist and accessories will be purchased in accordance with the terms and conditions of Solicitation SA002677 from K.E. Rose Company, the lowest responsive bidder. K.E. Rose bid $8,500 each and Kaffenbarger Truck bid $10,912 each. The one cab & chassis with 12' flatbed will be purchased in accordance with the terms and conditions of Solicitation SA002681 from Byers Chevrolet, the lowest responsive bidder. Byers Chevrolet bid $38,582 each, Graham Ford bid $38,991 each, Bob McDorman Chevrolet bid $39,024 each, and Advantage Ford bid $42,600 each. K.E. Rose and Byers Chevrolet are the lowest and most responsive bidders.
CONTRACT COMPLIANCE: Contract Compliance for George Byers Sons, Inc. is 314139860, expires 7/10/08, Majority; 32 Ford Mercury, 311285506, expires 9/22/08, Minority; K.E. Rose Company, 311233819, expires 9/07/08, Majority. Byers Chevrolet, 314139860, expires 7/10/08, Majority.
Emergency action is necessary so that the purchase orders for these vehicles can be issued as soon as possible in order to meet the manufacturer's order cutoff deadlines.
FISCAL IMPACT: The Fleet Management Division budgeted $2 million in the 2008 General Fund vehicle allocation. This ordinance authorizes an expenditure of $538,924 for (2) compact sedans for $12,229 each totalling $24,458; (24) mid-size sedans for $16,226 each totalling $389,424; (2) dump bodies for $8,500 each totalling $17,000; a stake body truck for $38,582; and (4) 1-ton crew cab trucks for $17,365 each totalling $69,460. Year to date, approximately $430,000 has already been encumbered to procure city vehicles from the General Fund vehicle allocation. The Fleet Management Division spent $3.5 million for light vehicles from the 2007 General Fund and $3.3 million from the same fund in 2006 for vehicles.
Title
To authorize the Finance and Management Director to establish purchase orders with George Byers Sons, Inc. and 32 Ford Mercury, Inc. for the purchase of vehicles for the Fleet Management Division on behalf of various city divisions per the terms and conditions of citywide Universal Term Contracts, to authorize the Finance and Management Director to contract with K.E. Rose Company for dump truck bodies with hoist and accessories, to authorize the Finance and Management Director to contract with Byers Chevrolet for a cab and chassis with 12' flatbed, to authorize the expenditure of $538,924 from the General Fund; and to declare an emergency. ($538,924)
Body
WHEREAS, the Departments of Development, Public Safety, and Recreation and Parks need to replace vehicles that have high mileage and significant maintenance costs; and
WHEREAS, the Fleet Management Division has General Fund monies budgeted for vehicle replacements; and
WHEREAS, bids were taken for these vehicles via SA002596 / FL003777, SA002595/ FL003832, SA002677 and SA002681; and
WHEREAS, an emergency exists in the usual daily operation of the Finance Department, Fleet Management Division, in that it is immediately necessary to authorize the Finance and Management Director to issue purchase orders for city vehicles for various General Fund Departments in order to meet the manufacturer's order cutoff deadlines, 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 be authorized to issue a purchase order in the amount of $413,882 to George Byers Sons, Inc for two Chevrolet Cobalts and twenty-four Chevrolet Impalas per the terms and conditions of Universal Term Contract FL0033777.
Section 2. That the Director of Finance and Management be authorized to issue a purchase order in the amount of $69,460 to 32 Ford Mercury Inc. for four Ford F-350 1-ton pickup trucks per the terms and conditions of Universal Term Contract FL003832.
Section 3. That the Director of Finance and Management is authorized to contract with K.E. Rose Company in the amount of $17,000 for two dump truck bodies with hoist and accessories.
Section 4. That the Director of Finance and Management is authorized to contract with Byers Chevrolet in the amount of $38,582 for a stake body cab and chassis with 12' flat bed.
Section 5. That the expenditure of $538,924 or so much thereof as may be necessary, be authorized from funds available within the Fleet Management Division General Fund vehicle allocation; Department No. 45-05; Fund 010; OCA Code 451201; OL3 Code 6650.
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.