Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase and up-fitting of automobiles and light duty trucks for various departments within the City of Columbus. The purchase orders for the vehicle purchases will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office. All other vehicle purchases and up-fitting will be bid in accordance with the competitive bidding provisions of Columbus City Code, Chapter 329. This legislation will establish the funding necessary to enter into contracts with these vendors on an as-needed basis.
This ordinance authorizes the Finance and Management Director to establish purchase orders with Byers Ford, (Contract FL005761- Automobiles and Contract FL006249 - Light Duty Trucks) 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 Statewide Ford Lincoln, Inc for the purchase of Police Pursuit vehicles manufactured by Ford, in accordance with the terms and conditions of contract number FL006224.
Byers Ford, CC# 31-4139860, expires 12/17/2015 - ($913,339.00)
Statewide Ford Lincoln, Inc, CC#34-1748921, expires 9/2/2016 - ($57,096.08)
Up-fitting will include the purchase of parts and/or installation services, such as: 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; purchase and install of anti-idle technology of in Police Ford Utility Interceptors; mounting, wiring, and programming the necessary equipment needed for Police vehicles that are not part of a standard vehicle purchase. ($1,445,776.00)
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 1552-2015.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 $501,234.79 will be spent from the Special Income Tax Fund and $1,914,976.29 from the General Permanent Improvement Fund for a combined total of $2,416,211.08.
$4,000,000 is budgeted within the Special Income Tax Fund for 2015 citywide vehicle purchases. $3,390,765.21 of SIT funding was used via Ord. 0986-2015. $2,000,000 is budgeted within the General Permanent Improvement Fund for 2015 citywide vehicle purchases.
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 amend the 2015 Capital Improvement Budget; to authorize the City Auditor to transfer funds within the General Permanent Improvement Fund; 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) for the purchase of vehicles for use by various City Departments and to enter into contracts for the purchase of additional vehicles and up-fitting; to authorize the appropriation and expenditure of $501,234.79 from the Special Income Tax Fund; to authorize the appropriation and expenditure of $1,914,976.29 from the General Permanent Improvement Fund and to declare an emergency. ($2,416,211.08)
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 FL005761- Automobile, expires 6/30/18 FL006249- Light Duty Trucks, expires 6/30/18 (per SA005761 and SA005794 respectfully); and
WHEREAS, Statewide Ford Lincoln, Inc successfully bid and was awarded contract FL006224, expires 6/30/18 for the purchase of Police Pursuit vehicles manufactured by Ford, bid under SA005761; and
WHEREAS, the competitive bidding provisions of City Code Chapter 329 will be used to process the solicitation of competitive bids to acquire additional vehicles and parts and services to up-fit fleet vehicles up to $1,445,776.00; and
WHEREAS, funding for these vehicles is available in the Special Income Tax fund and the General Permanent Improvement Fund; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management, in that it is immediately necessary to authorize the Director to establish purchase orders with Byers Ford 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 2015 Capital Improvement Budget be amended as follows:
Fund 748
Project / Project Name / Current C.I.B. / Amendment Amount / C.I.B. as amended
748999-100000/45-01 Unallocated Balance Fd. 748 (General Perm Imp Carryover)/ $2,551,592/($2,000,000)/$551,592
748462-100000/45-05 Vehicle Acquisition (General Perm Imp Carryover)/$0/$2,000,000/$2,000,000
SECTION 2. That the City Auditor is authorized to appropriate $2,000,000.00 within the General Permanent Improvement Fund as follows:
Fund: 748
Dept/Div: 45-01
Project: 748999-100000
OCA: 748999
Object Level 1: 06
Object Level 3: 6650
Amount: $2,000,000.00
SECTION 3.That the City Auditor is hereby authorized to transfer funding within the General Permanent Improvement Fund 748, as follows:
FROM:
Dept./Div.: 45-01|Fund: 748|OCA Code: 748999|Project Number: 748999-100000|Project Name: 45-01 Unallocated Balance Fd. 748 |Obj. Level 1: 06|Obj. Level 3: 6650|Amount: $2,000,000.00
TO:
Dept./Div.: 45-05|Fund: 748|OCA Code: 748462|Project Number: 748462-100000|Project Name: Vehicle Acquisition |Obj. Level 1: 06|Obj. Level 3: 6650|Amount: $2,000,000.00
SECTION 4. That the Finance and Management Director, is authorized to establish purchase orders with the following vendors:
Byers Ford, FL005761 - Automobiles ($229,088.00)
Byers Ford, FL006249 - Light Duty Trucks ($684,251.00)
Statewide Ford Lincoln Inc, FL006224 ($57,096.08)
SECTION 5. That the Finance and Management Director, on behalf of the Fleet Management Division, is authorized to enter into contracts and establish purchase orders in an amount equal to $1,445,776.00 in accorance with the competitive bidding provisions of City Code Chapter 329 for additional vehicles, parts and services to up-fit vehicles.
SECTION 6. That the City Auditor is authorized to appropriate $501,234.79 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: $501,234.79
SECTION 7. That the expenditure of $501,234.79, or so much thereof as may be necessary in regard to the actions authorized in Sections 4 and 5 above, be and is hereby authorized and approved from the Special Income Tax Fund as follows:
Fund: 430
Dept/Div: 45-05
OCA: 454301
Object Level 1: 06
Object Level 3: 6650
Amount: $501,234.79
SECTION 8. That the expenditure of $1,914,976.29, or so much thereof as may be necessary in regard to the actions authorized in Sections 4 and 5 above, be and is hereby authorized and approved from the General Permanent Improvement Fund as follows:
Fund: 748
Dept/Div: 45-05
Project: 748462-100000
OCA: 748462
Object Level 1: 06
Object Level 3: 6650
Amount: $1,914,976.29
SECTION 9. 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 10. 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 11. That this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for the purchase of additional vehicles and 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 12. 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.