Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of vehicles and light duty trucks for various departments within the City of Columbus. These purchase orders will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office.
This ordinance authorizes the Finance and Management Director to establish purchase orders with Byers Ford, (Contract FL005467- Automobile, expires 5/31/15 and Contract FL005473- Light Duty Trucks, expires 5/31/15) or any contracts replacing them approved by City Council through SA005761 and SA005794, for the acquisition of vehicles by the Fleet Management Division for subsequent distribution to various city departments.
This ordinance also authorizes the Finance and Management Director to establish purchase orders with Ricart Properties for the purchase of used/covert vehicles, many of which will be of mixed models and used as undercover police vehicles, in accordance with the terms and conditions of contract number FL005867.
This ordinance also authorizes the Finance and Management Director to establish purchase orders with AD Farrow Co for the purchase of Harley Davidson Motorcycles to be used by the police, in accordance with the terms and conditions of contract number FL005961.
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. Companion legislation will follow for up-fitting Safety vehicles for such items as light bars, anti-idling, cages, etc.
The projected quantities to be purchased by vehicle make/model and quantity are contained in the summary attached to this ordinance. (See Ordinance 0986-2015.xlsx)
Byers Ford Contract Compliance Number is 31-4139860, expires 12/17/2015
Ricart Properties Contract Compliance Number 31-1282546, expires 10/22/2016
AD Farrow Contract Compliance Number 32-0045982, expires 4/24/2016
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 $3,390,765.21 will be 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 Byers Ford, Ricart and AD Farrow for the purchase of vehicles for use by various City Departments; to authorize the appropriation and expenditure of $3,390,765.21 from the Special Income Tax fund; and to declare an emergency. ($3,390,765.21)
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, Byers Ford successfully bid and was awarded contracts FL005467- Automobile, expires 5/31/15 and FL005473- Light Duty Trucks, expires 5/31/15 (per SA004729 and SA004728 respectfully). New solicitations out for bid to replace them when they expire 5/31/15 (SA005761 and SA005794 respectfully)
WHEREAS, Ricart Properties successfully bid and was awarded contract FL005867, expires 3/31/16 for various used mixed vehicle models for undercover police work, bid under SA005261; and
WHEREAS, AD Farrow Co successfully bid and was awarded contract FL005961, expires 6/30/16 for the purchase of Harley Davidson Motorcycles, bid under SA005486; 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 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 the following vendors:
Byers Ford, Contract Compliance # 31-4139860, expires 12/17/2015 ($3,025,023.00)
Ricart Properties, Contract Compliance # 31-1282546, expires 10/22/2016 ($300,000.00)
AD Farrow, Contract Compliance # 32-0045982, expires 4/24/2016 ($65,742.21)
SECTION 2. That the City Auditor is authorized to appropriate $3,390,765.21 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: $3,390,765.21
SECTION 3. That the expenditure of $3,390,765.21, 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: $3,390,765.21
SECTION 4. 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 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 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.