Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of automobiles and light duty trucks for various departments within the City of Columbus. The 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. Police vehicle cameras will be purchased through a State of Ohio cooperative contract. All other parts and services for future vehicle up-fitting will be procured in accordance with Columbus City Code Chapter 329 and will be addressed with future legislation.
This ordinance authorizes the Finance and Management Director to establish purchase orders with Byers Ford, (PA000259 & PA000307) for the acquisition of automobiles and light duty trucks by the Fleet Management Division for subsequent distribution to various city departments, with Statewide Ford Lincoln (PA000274) for the purchase of Police Pursuit Vehicles and with Ricart Properties (PA000302) for the purchase of used/covert vehicles, many of which will be of mixed models and used as undercover police vehicles.
Byers Ford, vendor#006008, PA000259 & PA000307, expires 6/30/18 - ($1,224,463.00 estimated)
Statewide Ford Lincoln, vendor#006832, PA000274, expires 6/30/18 - ($2,256,895.00 estimated)
Ricart Properties, vendor#004963, PA000302, expires 3/31/17 - ($234,000.00 estimated)
This ordinance also authorizes the Finance and Management Director to establish purchase orders with Insight Public Sector for the purchase of Panasonic HD Arbitrators and necessary hardware/accessories to be installed on Police Interceptors, in accordance with the terms and conditions of State Term contracts with Insight Public Sector. Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts. Using the DAS contract is advantageous for the City because it would not be cost effective to use resources to do a competitive process. Any savings to the City through its own bid would not be substantial. The State of Ohio cooperative contract 534242 with Insight Public Sector expires 6/30/17. ($420,022.00)
These vehicles are to be purchased as replacements for older, high mileage, and high maintenance vehicles currently in service. These vehicles are fuel efficient and will relieve the city of maintenance expenses and general upkeep costs. Investing in these units will reduce overall maintenance costs and petroleum fuel consumption.
The projected quantities to be purchased by vehicle make/model and quantity are contained in the summary attached to this ordinance. (See Ord 0478-2016 Vehicle Distribution.xls)
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: A total of $4,135,380.00 will be spent from the Special Income Tax Fund. $6,000,000.00 was budgeted from the Special Income Tax Fund for 2016 Citywide Vehicle Acquisitions.
Emergency action is requested so that older high mileage vehicles can be removed from service and newer vehicles can be placed into service for immediate use by various city departments.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from previously established Universal Term Contracts (UTCs) for the purchase of vehicles for use by various City Departments with Byers Ford, Statewide Ford Lincoln and Ricart Properties; to authorize the Finance and Management Director to establish purchase orders with Insight Public Sector for the purchase of Panasonic HD Arbitrators and necessary hardware/accessories to be installed on Police Interceptors, in accordance with the terms and conditions of State of Ohio Cooperative Contracts; to authorize the appropriation and expenditure of $4,135,380.00 from the Special Income Tax fund; and to declare an emergency. ($4,135,380.00)
Body
WHEREAS, various city departments have 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, Byers Ford successfully bid and was awarded contracts PA000259- Automobile, expires 6/30/18 and PA000307- Light Duty Trucks, expires 6/30/18, Statewide Ford Lincoln successfully bid and was awarded contract PA000274 - Police Pursuit Vehicles, expires 6/30/18, Ricart Properties successfully bid and was awarded contract PA000302 - Unmarked Vehicles, expires 3/31/17
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contracts; and
WHEREAS, the State of Ohio Cooperative contract with Insight Public Sector, Contract #534242, is available for the City's use for the purchase of police vehicle cameras, Panasonic HD Arbitrators, and necessary hardware/accessories, expires 6/30/2017; 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, 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 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 various City Departments with the following vendors:
Byers Ford, PA000259 - Automobiles & PA000307 - Light Duty Trucks ($1,224,463.00)
Statewide Ford Lincoln, PA000274 ($2,256,895.00)
Ricart Properties, PA000302 ($234,000.00)
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders pursuant to the terms and conditions of State of Ohio Cooperative Contracts, as follows:
State Contract No. 534242
Insight Public Sector
CC# 36-3949000
Purchase Panasonic HD Arbitrators and necessary hardware/accessories
($420,022.00)
SECTION 3. 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, 2016, the sum of $4,135,380.00 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: Ord 0478-2016 Legislation Template.xls
SECTION 4. That the expenditure of $4,135,380.00, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1, 2, and 3 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 0478-2016 Legislation Template.xls
SECTION 5. 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 6. 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 7. 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.