Explanation
Background: This ordinance authorizes the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from established Universal Term Contracts (UTC's) for the acquisition of covert vehicles, police motorcysles and horse trailers for distribution to the Department of Public Safety.
A listing of these Universal Term Contracts and anticipated expenditure amounts are as follows:
Unmarked Vehicles Universal Term Contract - Ricart Properties, Inc., ($86,600.00 estimated)
This ordinance also authorizes the Finance and Management Director to establish purchase orders with AD Farrow Co., and Parr Public Safety Equipment for the acquisition of Harley Davidson Police motorcycles (4) and a horse trailer, per the results of bids RFQ006769 (AD Farrow Co.) and RFQ006955 (Parr Public Safety Equipment). These bids were processed in accordance with the competitive bidding provisions of Columbus City Code, as follows:
AD Farrow Co., vendor#006241 ($93,598.98.00) - Harley Davison Police Motorcycles
Parr Public Safety Equipment, vendor#001060 ($26,444.00) - Horse Trailer
See Attached File: Ord 2978-2017 Vehicle Details.xls
Fiscal Impact: This ordinance authorizes an expenditure of $206,642.98 from the Special Income Tax Fund with Unmarked Vehicles (UTC's), AD Farrow Co. (RFQ006769), Parr Public Safety Equipment (RFQ006955), for the purchase of vehicles for distribution to the Department of Public Safety. The Department of Finance and Management budgeted $7.0 million in the Special Income Tax Fund for 2017 Citywide Vehicle Acquisitions. In 2016, $6.0 million was expended from the Special Income Tax Fund for the purchase of vehicles and associated up-fitting.
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 Police.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for the acquisition of unmarked covert vehicles from existing an Universal Term Contract (UTC); to authorize the Finance and Management Director to establish purchase orders with AD Farrow Co. and Parr Public Safety Equipment for the purchase of police motorcyles and horse trailers; to authorize the appropriation and expenditure of $206,642.98 from the Special Income Tax fund; and to declare an emergency. ($206,642.98)
Body
WHEREAS, the Department of Public Safety has a need to replace older high mileage and high maintenance vehicles; and
WHEREAS, the replacement of these vehicles will help eliminate some out of “life cycle” vehicles; and
WHEREAS, the Purchasing Office has established Universal Term Contract Purchase Agreements with Ricart Properties, Inc. for Unmarked Vehicles; and
WHEREAS, the Purchasing Office advertised and solicited separate formal bids on October 5th, and October 19th, 2017; and
WHEREAS, the Fleet Management Division recommends acceptance of the overall lowest, responsive, responsible and best bidders; 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 and Management, Fleet Management Division, in that it is immediately necessary to authorize the Director of Finance and Management to establish various purchase orders and contracts for the purchase of new vehicles for the Public Safety Department, 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 established Universal Term Contracts for the acquisition of covert vehicles for use by Police, as follows:
Unmarked Vehicles Universal Term Contract - Ricart Properties, Inc. ($86,600.00 estimated)
SECTION 2. That the Finance and Management Director is hereby authorized to enter into the following contracts for the option to purchase vehicles pursuant to competitive bids as follows:
Harley Davidson Police Motorcycles in accordance with Request for Quotation RFQ006769 as follows: AD Farrow Co., $93,598.98
Horse Trailer in accordance with Request for Quotation RFQ006955 as follows: Parr Public Safety Equipment., $26,444.00
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, 2017, the sum of $206,642.98 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 2978-2017 Legislation Template.xls
SECTION 4. That the expenditure of $206,642.98, or so much thereof as may be necessary in regard to the actions authorized in Sections 1, 2, 3, and 4, 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 2978-2017 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 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 7. 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 8. 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.