Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders and contracts for the purchase and up-fitting of vehicles and light duty trucks for various departments within the City of Columbus. The purchase orders for the majority of the vehicle purchases will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office. Competitive bidding for the remaining vehicles and up-fitting will go through the Division of Purchasing. All bids will be obtained and contracts awarded using City Code Chapter 329. This legislation will establish the funding necessary to enter into contracts with the vendors on an as-needed basis.
This ordinance authorizes the Finance and Management Director to establish purchase orders with Byers Ford, (Contract FL005473- Light Duty Trucks) for the acquisition of vehicles by the Fleet Management Division for subsequent distribution to various city departments.
Byers Ford Contract (FL005473) Compliance Number is 31-4139860, expires 12/17/2015 $400,435.00
This ordinance authorizes the Finance and Management Director to also establish purchase orders with the following vendors who were the most responsive and responsible bidders per their respective solicitations:
Enclosed Trailer - Facilities - SO047273, Rock’s Trailer, Compliance Number is 311032688, expires 12/18/14 $2,717.50
Harleys - Police - SA005486, AD Farrow, Compliance Number is 320045982, expires 4/24/16 $131,485.00
Skid Steer Loader - Fire - SA005500, Bobcat, Compliance Number is 310860716, expires 5/9/15 $45,113.27
Floor Scrubber, Ride on - Fleet - SA005537, Contract Sweepers, Compliance Number is 310780604, expires 6/28/15 $20,685
Up-fitting to include purchase of parts and or installation services: the up-fit of van bin packages, prisoner transport inserts, ladder racks, and partitions; to include cab/chassis up-fit of bodies with all necessary components for a complete vehicle; install lift gates and EZ dump configurations; install snow plow blades on F150 pickup trucks.
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 Ordinance 1975-2014.xlsx)
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 $1,002,171.00 will be appropriated and spent from the Special Income Tax Fund.
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) with multiple vendors for the purchase of vehicles for use by various City Departments and to enter into contracts for additional vehicles and up-fitting; to authorize the appropriation and expenditure of $1,002,171.00 from the Special Income Tax fund; and to declare an emergency. ($1,002,171.00) (AMENDED BY ORD. 2395-2015 PASSED 10/19/2015)
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, the Purchasing Office will process the solicitation of competitive bids to acquire additional vehicles, parts and services to up-fit fleet vehicles (Estimating $401,735.23); and
WHEREAS, funding for these vehicles is available in 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 Finance and Management Director to establish 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 authorized to establish purchase orders with Byers Ford in accordance with the terms and conditions of contract number FL005473- Light Duty Trucks, for the purchase of automobiles and light duty trucks.
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is authorized to enter into contracts and establish purchase orders to acquire vehicles from solicitations SO047273, SA005486, SA005500 and SA005537.
SECTION 3. That the Finance and Management Director, on behalf of the Fleet Management Division, is authorized to enter into contracts and establish purchase orders for additional vehicles, parts and services to up-fit fleet vehicles in accordance with City Code Chapter 329.
SECTION 4. That the City Auditor is authorized to appropriate $1,002,171.00 within the Special Income Tax Fund as follows:
Fund: 430
Dept/Div: 45-05
OCA: 454301
Object Level 1: 06
Object Level 3: 6650
Amount: $1,002,171.00
SECTION 5. That the expenditure of $1,002,171.00, or so much thereof as may be necessary in regard to the actions authorized in Sections 1 and 2, be and is hereby authorized and approved as follows:
Fund: 430
Dept/Div: 45-05
OCA: 454301
Object Level 1: 06
Object Level 3: 6650
Amount: $1,002,171.00
SECTION 6. 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 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 this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for the up-fit 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 provisions of Columbus City Code Chapter 329.
SECTION 9. 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.