Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to establish a purchase order with Southeastern Equipment Co. Inc. for the repair of an asphalt distributor truck for the Division of Infrastructure Management, under Section 329.07(e) of the Columbus City Code (sole source procurement).
The apparatus needing repair is a Centennial Asphalt Spreader which the department purchased in 2013 and has a life expectancy of at least ten years. The truck was involved in a backing-up accident causing considerable damage to the asphalt spray bar. The brass tag number associated with this vehicle is 25729.
Southeastern Equipment Co. Inc. Contract Compliance Number: 34-1503254, expires 03/19/2015
EMERGENCY ACTION is requested by so that repairs can begin immediately. The Division of Infrastructure Management cannot place the spreader back into service until the necessary repairs are completed.
FISCAL IMPACT: This ordinance authorizes the expenditure of $40,000.00. Capital funds are available within fund 704.
Title
To amend the 2014 Capital Improvement Budget; to authorize the Finance and Management Director to establish a purchase order with Southeastern Equipment Co. Inc. for repairs of an asphalt distributor; to authorize the appropriation and expenditure of $40,000.00 from the Streets and Highways Bonds Fund; and to declare an emergency. ($40,000.00)
Body
WHEREAS, repairs are needed to an asphalt distributor in order for the unit to be placed back into service; and
WHEREAS, capital funds will be used for these repairs due to the significant dollar amount needed, the useful life of the capital asset, and the availability of funds within the Streets and Highways Bonds Fund; and
WHEREAS, Southeastern Equipment Co. Inc. is the sole authorized vendor to complete the necessary repairs, and
WHEREAS, it is necessary to amend the 2014 Capital Improvement Budget and to transfer cash between projects within the Streets and Highways Bonds Fund; to ensure that sufficient funds are available in the correct areas of expense; and
WHEREAS, an emergency exists in the usual daily operation of the Finance & Management Department, Fleet Management Division, in that it is immediately necessary to authorize the Finance and Management Director to establish a purchase order with Southeastern Equipment Co. Inc. for repair of an asphalt distributor so that the unit may be placed back into service as soon as possible, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2014 Capital Improvement Budget, authorized by Ordinance 0683-2014, be and is amended to provide sufficient budget authority for the appropriate project authorized within this ordinance as follows:
FUND 704
Project Name/ Project No. / Current Authority / Revised Authority / Difference
Street Equipment (voted 2008) / 530020-100000 / $17,633.00 / $43,150.00 / $25,517.00 (To Match Cash)
SECTION 2. That the Director of Finance & Management be and hereby is authorized to enter into contract with Southeastern Equipment, PO Box 368 Dublin, OH 43016 in the amount of $40,000.00 for the repairs of an asphalt distributor for the Division of Infrastructure Management.
SECTION 3. That the expenditure of $40,000.00, or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved as follows:
Dept/Div: 59-11
Fund: 704
Project: 530020-100000
OCA: 591246
Object Level 1: 06
Object Level 3: 6652
Amount: $40,000.00
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6. 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 7. That this purchase is in accordance with the provisions of the Columbus City Code, Section 329.07(e), "Sole Source Procurement".
SECTION 8. 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.