Explanation
This ordinance will establish an Auditor's Certificate and authorize expenditures for the purchase of Golf and Sports Maintenance equipment for the Recreation and Parks Department. The new equipment will replace aging equipment.
Background: These purchases will be made through the City of Columbus Purchasing Office. All bids will be obtained and contracts awarded using City Code 329 or using State Term contracts pursuant to ordinance number 582-87; however, this legislation will set up all of the funding required 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. Competitive bids will be solicited and opened by the Purchasing Office, obtained through any current universal term contract, or state term contract.
The equipment list below outlines the purchases expected to be made as soon as possible as a result of this ordinance using voted bond funding and total $50,000.00:
- Tee Mower - Estimated Expenditure $40,000.00
- Trailer - Estimated expenditure $10,000.00
Emergency Justification: An emergency is being requested in order to have equipment purchased and available for the 2019 golf and sports maintenance season. Equipment needs to be ordered in first quarter of 2019. Bids will be processed in advance and equipment will be ordered immediately once the bidding process is done and funding is available. This ordinance is establishing the funding required for the purchases being bid.
Fiscal Impact: $50,000.00 is budgeted and available in the Recreation and Parks Permanent Improvement Fund 7747 to meet the financial obligations of this contract.
Title
To authorize the Director of Finance and Management to enter into various contracts for the purchase of Golf and Sports Maintenance equipment for the Recreation and Parks Department; to authorize the transfer of $46,677.27 between projects within the Recreation and Parks Permanent Improvement Fund; to amend the 2018 Capital Improvements Budget Ordinance 1010-2018; to authorize the appropriation of $46,677.27 within the Recreation and Parks Permanent Improvement Fund; to authorize the expenditure of $50,000.00 from the Recreation and Parks Permanent Improvement Fund; to authorize the City Auditor to establish an auditor's certificate in the amount of $50,000.00; and to declare an emergency. ($50,000.00)
Body
WHEREAS, the Purchasing Office will solicit competitive bids to acquire golf and sports maintenance equipment for the Recreation and Parks Department in accordance with City Code Chapter 329 or use State Term contracts authorized per ordinance number 582-87; 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, it is necessary to authorize that the 2018 Capital Improvements Budget Ordinance 1010-2018 be amended in order to provide sufficient budget authority for this legislation and future projects; and
WHEREAS, it is necessary to authorize the transfer of $46,677.27 between projects within the Recreation and Parks Permanent Improvement Fund 7747
WHEREAS, it is necessary to authorize the expenditure of $50,000.00 from the Recreation and Parks Permanent Improvement Fund; and
WHEREAS, it is necessary to establish an Auditor's Certificate in the amount of $50,000.00; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to authorize the Director of Finance and Management to enter into contracts to have equipment available in order to have equipment purchased and available for the 2019 golf and sports maintenance season; 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 enter into contracts for the purchase of maintenance equipment on behalf of the Recreation and Parks Department in accordance with City Code Chapter 329 or using state term contracts per ordinance number 582-87.
SECTION 2. That the City Auditor is authorized to set up a certificate in the amount of $50,000.00 for the purchase of maintenance equipment within the Recreation and Parks Department.
SECTION 3. 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 4. 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 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.
SECTION 6. That the appropriation of $46,677.72 is authorized within the Recreation and Parks Permanent Improvement Fund 7747 per the accounting codes in the attachment to this ordinance.
SECTION 7. That the transfer of $46,677.27 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Permanent Improvement Fund 7747 per the account codes in the attachment to this ordinance.
SECTION 8. That the 2018 Capital Improvements Budget Ordinance 1010-2018 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current / Change / Amended
Fund 7747; P747999-100000; Unallocated Balance Fund 7747 (Carryover) / $158,811 / $66,057 / $224,868 (to match cash)
Fund 7747; P510040-100000; Recreation and Parks Equipment (Carryover) / $2 / $3,321 / $3,323 (to match cash)
Fund 7747; P747999-100000; Unallocated Balance Fund 7747 (Carryover) / $224,868 / ($46,677) / $178,191
Fund 7747; P510040-100000; Recreation and Parks Equipment (Carryover) / $3,323 / $46,677 / $50,000
SECTION 9. For the purpose stated in Section 1, the expenditure of $50,000.00, or so much thereof as may be necessary to pay the cost thereof is hereby authorized from the Recreation and Parks Permanent Improvement Fund and to establish an Auditor's certificate in the amount of $50,000.00.
SECTION 10. 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 Finance and Management as per the terms of Columbus City Code Chapter 329 or per ordinance number 582-87.
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 10 days after passage if the Mayor neither approves nor vetoes the same.