Explanation
1. BACKGROUND
The Division of Planning and Operations is responsible for snow and ice removal and for maintaining the City's roadway system. To accomplish this mission the Division requires six single axle dump trucks and six tandem axle dump trucks. These trucks will replace older trucks beyond their useful service lives and will provide for a more reliable fleet to carry out services provided by the Division. This purchase is consistent with the division's fleet replacement program.
All the main parts and components and the cab and chassis necessary for the building of the single axle dump trucks are available on existing ODOT contracts with the exception of the snow plow which is available on an Ohio Department of Administrative Service Cooperative Contract. All items will be purchased from the appropriate contracts and drop shipped to the qualified up-fitter.
ODOT Contracts for Chassis and Parts/Pieces for the single axle dump trucks:
Contract Item Vendor Unit Cost
023-10 Cab and Chassis Miami Valley International Trucks $83,877.00
026-11 Dump Body and Hoist Galion-Godwin Body Company $12,000.00
035-10 Hydraulic System H Y O Inc. dba Pengwyn Hydraulics $10,517.00
030-10 Spreaders System Swenson Spreader Company $2,495.00
034-11 Liquid Brine System H Y O Inc. dba Pengwyn Hydraulics $1,700.00
187-10 Lighting System Parr Public Safety Equipment $1,185.00
Ohio Department of Administrative Service Cooperative Contract
Contract Item Vendor Unit Cost
STS-515 10 FT Snow Plow Gledhill Road Machinery $9,449.27
The components required for a completed single axle dump truck cost $121,223.27. Total cost for six units is $727,339.62.
ODOT Contracts for Chassis and Parts/Pieces for the tandem axle dump trucks:
Contract Item Vendor Unit Cost
023-10 Cab and Chassis Miami Valley International Trucks $95,570.00
026-11 Dump Body and Hoist Galion-Godwin Body Company $17,000.00
035-10 Hydraulic System H Y O Inc. dba Pengwyn Hydraulics $11,417.00
030-10 Spreaders System Swenson Spreader Company $2,495.00
034-11 Liquid Brine System H Y O Inc. dba Pengwyn Hydraulics $1,700.00
187-10 Lighting System Parr Public Safety Equipment $1,185.00
Ohio Department of Administrative Service Cooperative Contract
Contract Item Vendor Unit Cost
STS-515 11 FT Snow Plow Gledhill Road Machinery $9,552.42
The components required for a completed tandem axle dump truck cost $138,919.42. Total cost for six units is $833,516.52.
The quotations are on file with the Purchasing Office. This purchase has been approved by the Fleet Management Division.
This equipment does offer environmentally preferred fuel options at this time, but examples are already being purchased through the Fleet Management Division utilizing Federal Government grants.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against any of the companies listed above.
2. CONTRACT COMPLIANCE
Miami Valley International Trucks' contract compliance number is 31-1040091 and expires 11/02/2012.
Galion-Godwin Body Company's contract compliance number is 20-0169253 and expires 11/01/2012.
H Y O Inc. dba Pengwyn Hydraulics' contract compliance number is 31-1201883 and expires 11/11/11.
Swenson Spreader Company's contract compliance number 20-2176319 and expires 11/01/2012.
Parr Public Safety Equipment's contract compliance number is 20-1619573 and expires 7/1/11.
Gledhill Road Machinery contract compliance number is 34-4244140 and expires 10/26/2012.
3. FISCAL IMPACT
Funds for this expenditure are budgeted within the 2011 Capital Improvement Budget. The cost of this purchase is $1,560,856.14. This expense can be accommodated by appropriating and transferring funds needed in the amount of $1,560,856.14 from the Special Income Tax Fund. Bonds have yet to be sold for this expense, necessitating a certification of $1,560,856.14 against the Special Income Tax Fund. Upon sale of bonds, this will be reimbursed.
4. EMERGENCY
This legislation is requested to be heard as an emergency to ensure that the six single axle dump trucks and six tandem axle dump trucks are available for immediate use.
Title
To authorize the Director of Finance and Management to establish purchase orders for the purchase of components for six single axle dump trucks and six tandem axle dump trucks as well as plows and accessories in accordance with Ohio Department of Transportation and State of Ohio contracts for the Division of Planning and Operations; to authorize and direct the City Auditor to transfer $1,560,856.14 from the Special Income Tax Fund to the Streets and Highways G.O. Bonds Fund; to authorize the City Auditor to appropriate $1,560,856.14 within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $1,560,856.14 from the Streets and Highway G.O. Bonds Fund; and to declare an emergency. ($1,560,856.14)
Body
WHEREAS, the Division of Planning and Operations is responsible for conducting maintenance and repair along the City's roadway system, and
WHEREAS, the purchase of six single axle dump trucks and six tandem axle dump trucks is necessary to replace vehicles that are past their useful service lives to perform the mission of the Division and ensure the safety of the traveling public, and
WHEREAS, City ordinance 1410-2010 authorizes city agencies to utilize Ohio Department of Transportation contracts, and
WHEREAS, City ordinance 0582-87 authorizes city agencies to utilize Ohio Department of Administrative Services cooperative 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
WHEREAS, the Division of Planning and Operations wishes to purchase six single axle and six tandem axle truck cab and chassis using Ohio Department of Transportation contract, 023-10 which expires on July 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase 12 dump body and hoists using Ohio Department of Transportation contract, 026-11 which expires on April 30, 2012, and
WHEREAS, the Division of Planning and Operations wishes to purchase 12 hydraulics systems using Ohio Department of Transportation contract, 035-10 which expires on June 30, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase 12 spreader systems using Ohio Department of Transportation contract, 030-10 which expires on May 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase 12 liquid brine systems using Ohio Department of Transportation contract, 034-11 which expires on August 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase 12 lighting systems using Ohio Department of Transportation contract, 187-10 which expires on August 31, 2011, and
WHEREAS, the Division of Planning and Operations wishes to purchase 12 snow plows using Ohio Department of Administrative Service Cooperative Contract, STS515 which expires on March 31, 2014, and
WHEREAS, funds are budgeted in the 2011 Capital Improvement Budget for this expense, and
WHEREAS, it is necessary to transfer funds from the Special Income Tax Fund to this project; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered as a temporary funding method; and
WHEREAS, the aggregate principal amount of obligations which the city will issue to finance this project is presently expected not to exceed $1,560,856.14; and
WHEREAS, the City anticipates incurring certain Original Expenditures (as defined in Section 1.150-2(c) of the Treasury Regulations (the "Treasury Regulations") promulgated pursuant to the Internal Revenue Code of 1986, as amended with respect to the project described in this ordinance (the "Project").
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that the funding should be authorized immediately for the purchase of these vehicles to have them available for the 2011 winter season, 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 is hereby authorized to establish purchase orders for the purchase of equipment for six single axle dump trucks and six tandem axle dump trucks as follows:
Miami Valley International Trucks
11775 Highway Drive
Cincinnati, OH 45241
Amount - $1,076,682.00
For the purchase of six single axle and six tandem axle truck cab and chassis
Ohio Department of Transportation contract 023-10 which expires on July 31, 2011.
Funding for this legislation is based on quotes dated June 29, 2010 submitted by Miami Valley International Trucks, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Galion-Godwin Body Company
7415 Peabody Kent Rd
P.O. Box 208
Winesburg, OH 44690
Amount - $174,000.00
For the purchase of six 10-ft dump body and hoists and six 15-ft dump body and hoists
Ohio Department of Transportation contract 026-11 which expires on April 30, 2012.
Funding for this legislation is based on quotes dated March 16, 2010 submitted by Galion-Godwin Body Company, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
H Y O Inc. dba Pengwyn Hydraulics
2550 West 5th Avenue
Columbus, OH 43204
Amount - $131,604.00
For the purchase of 12 hydraulics systems
Ohio Department of Transportation contract 035-10 which expires on May 31, 2011.
Funding for this legislation is based on quotes dated April 27, 2010 submitted by HYO dba Pengwyn Hydraulics, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Swenson Spreader Company
P.O. Box 127
Lindenwood, IL 61049
Amount - $29,940.00
Ohio Department of Transportation contract 030-10 which expires on June 30, 2011.
For the purchase of 12 spreader systems
Funding for this legislation is based on quotes dated May 27, 2010 submitted by Swenson Spreader Company, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
H Y O Inc. dba Pengwyn Hydraulics
2550 West 5th Avenue
Columbus, OH 43204
Amount - $20,400.00
Ohio Department of Transportation contract 034-11 which expires on August 31, 2011.
For the purchase of 12 liquid brine systems
Funding for this legislation is based on quotes dated July 15, 2010 submitted by H Y O Inc. dba Pengwyn Hydraulics, and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Parr Public Safety Equipment Inc.
8495 Estates Court
Plain City, OH 43064
Amount - $14,220.00
For the purchase of 12 lighting systems
Ohio Department of Transportation contract 187-10 which expires on August 31, 2011.
Funding for this legislation is based on quotes dated August 18, 2009 submitted by Parr Public Safety Equipment Inc., and the quoted prices reflect Ohio Department of Transportation contract pricing, and are on file with the Purchasing Office.
Gledhill Road Machinery Company
8495 Estates Court
PO Box 567, Galion, OH 44833
Amount - $114,010.14
For the purchase of six 10-ft snow plows and six 11-ft snow plows
Ohio Department of Administrative Service Cooperative Contract STS515 which expires on March 31, 2014.
Funding for this legislation is based on quotes dated August 9, 2010 submitted by Gledhill Road Machinery Company, and the quoted prices reflect State of Ohio contract pricing, and are on file with the Purchasing Office.
SECTION 2. The sum of $1,560,856.14 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, 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, 2011 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level Three 5502.
SECTION 3. That the City Auditor is hereby authorized to transfer said funds to the Streets and Highways G.O. Bonds Fund, No. 704, 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 $1,560,856.14 is hereby appropriated within Fund 704, the Streets and Highways G.O. Bonds Fund, Dept-Div. 59-11, Division of Planning and Operations as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530020-100000 / Street Equipment / 06-6600 / 591246 / $1,560,856.14
SECTION 5. That the monies appropriated in the foregoing Section 4 shall be paid upon order of the Director of Public Service 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 and directed to repay the Special Income Tax Fund the amount transferred under Section 3 above.
SECTION 7. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in 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, and that the City reasonably expects to reimburse itself for certain Original Expenditures incurred with respect to the Project from the proceeds of obligations to be issued by the City in a principal amount currently estimated to be $1,560,856.14 (the "Obligations").
The City intends to make a reimbursement allocation on its books for the Original Expenditures not later than eighteen months following the later to occur of the date of the Original Expenditure to be reimbursed or the date the Project for which such Original Expenditures were made is "placed in service" within the meaning of Treasury Regulations Section 1.150-2(c). Upon the issuance of the Obligations, the proceeds of such Obligations shall be used to reimburse the fund from which the advance for costs of the Project will be made.
SECTION 9. All funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated.
SECTION 10. That the sum of $1,560,856.14 or so much thereof as may be needed is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704, Dept./Div. 59-11 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530020-100000 / Street Equipment / 06-6651 / 591246 / $1,560,856.14
SECTION 11. 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.