Explanation
Background:
This ordinance will establish an Auditor's certificate and authorize the expenditures for the purchase of needed equipment through the City of Columbus Purchasing Office. All bids will be obtained and contracts awarded using City Code Chapter 329, however this legislation will set up all the required funding to enter into contracts with the vendors on an as-needed basis.
All equipment will be bid through the City of Columbus Purchasing System and all contracts will be approved by the Director of Finance and Management. The equipment list below provides expected purchases during the next two months.
In order to have all the equipment available for the 2014 fall season, it is necessary to authorize this expenditure to have the funding and approval completed when the bidding has been finalized.
Competitive bids will be solicited and opened by the Purchasing Office or obtained through any current universal term contract for the following pieces of equipment:
-John Deere zero turn - Z950r Propane
-ABI Force
-TWO (2) ABI Rascal MVP pull behind attachments with electrical control
-John Deere Gator
-LaserGrader & Box blade with controls
Emergency Justification: Emergency legislation is required to proceed with the funding for equipment immediately while the bidding is in process.
Fiscal Impact: $53,000.00 is budgeted for this expenditure in the Recreation and Parks Voted Bond Fund. This ordinance is contingent upon the City's 2014 Bond Sale.
Title
To authorize the Director of Finance and Management to enter into various contracts for the purchase of equipment and vehicles for the Recreation and Parks Department; to authorize the expenditure of $53,000.00 from the Recreation and Parks Voted Bond Fund; to authorize the City Auditor to transfer $150,000.00 within the voted Recreation and Parks Bond Fund; to amend the 2014 Capital Improvements Budget Ordinance 0683-2014; to establish an Auditor's certificate in the amount of $53,000.00 for the purchases listed within this legislation; and to declare an emergency. ($53,000.00)
Body
WHEREAS, the Purchasing Office will solicit competitive bids to acquire equipment for the Sports Section of the Recreation and Parks Department; and
WHEREAS, brass tags for equipment to be replaced will be submitted to the Division of Fleet Management, and all specifications for equipment to be purchased and brass tagged will be approved by the Division of Fleet Management prior to acquisition;
WHEREAS, funds are being moved to alternate projects within Fund 702 to establish correct funding project detail locations for this and future equipment purchases; and
WHEREAS, funding is available for these purchases from unallocated balances within the Voted Parks and Recreation Bond Fund 702; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into contracts for equipment and vehicles in order to take delivery prior to the end of the Summer 2014 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 be and is hereby authorized to enter into contracts on behalf of the Recreation and Parks Department's Sports Section to acquire equipment and vehicles in accordance with City Code Chapter 329.
SECTION 2. That the City Auditor is hereby authorized to transfer $150,000.00 within the voted Recreation and Parks Bond Fund 702 for the projects listed below:
FROM:
Project OCA Code Object Level 3 Amount
510112-100000(Park Acquisition) 702112 6601 $150,000.00
TO:
Project OCA Code Object Level 3 Amount
510040-100001 (Maintenance Equip) 724001 6651 $150,000.00
SECTION 3. That the 2014 Capital Improvements Budget Ordinance 0683-2014 is hereby amended as follows in order to provide sufficient budget authority for this legislation and future equipment legislation.
CURRENT:
Fund 702; Project 510040-100001 / Maintenance Equipment / $250,000 (SIT Supported)
Fund 702; Project 510112-100000/ Park Acquisition/ $774,000 (SIT Supported)
AMENDED TO:
Fund 702; Project 510040-100001 / Maintenance Equipment / $400,000 (SIT Supported)
Fund 702; Project 510112-100000/ Park Acquisition/ $624,000 (SIT Supported)
SECTION 4. That the expenditure of $53,000.00, or so much thereof as may be necessary, be and is hereby authorized from the Voted Recreation and Parks Bond Fund No. 702, Dept. 51-01, Project No. 510040-100001 Recreation and Parks Equipment, Object Level 3 #6651, OCA Code 724001.
SECTION 5. 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; except that no transfer shall be so made from a project account funded by monies from more than one source.
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 legislation.
SECTION 7. That this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for the expenditure purposes authorized herein and hereby delegates sole and final contracting decisions relative to the determination of lowest, responsive, responsible and best bidder(s) to the Director of Recreation and Parks and or the Director of Finance and Management as per the provisions of Columbus City Code Chapter 329.
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 10 days after passage if the Mayor neither approves nor vetoes the same.