Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of light duty trucks and up-fitting for various departments within the City of Columbus. The purchase orders for the trucks and up-fitting of Fire vehicles will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office. The acquisition of decals for Police cruisers was competitively bid through the City of Columbus Purchasing Office.
This ordinance authorizes the Finance and Management Director to establish purchase orders with Byers Ford, (PA000307) for the acquisition of light duty trucks by the Fleet Management Division for subsequent distribution to various city departments.
Byers Ford, vendor#006008, PA000307, expires 6/30/18 - ($331,510.44)
The projected quantities to be purchased by vehicle make/model and quantity are contained in the summary attached to this ordinance. (See Ord 0990-2016 Vehicle Distribution.xls)
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.
This ordinance authorizes the Finance and Management Director to establish purchase orders with Statewide Emergency Products, (PA000138) for the acquisition of emergency vehicle lighting which will be installed by Fleet Management.
Statewide Emergency Products, vendor#009249, PA000138, expires 11/30/16 - ($27,000.00)
This ordinance also authorizes the Finance and Management Director to establish purchase orders with vendors, Tubelite and Advantage Sign Supply as per the results of bid RFQ000326.
Tubelite, vendor#004207 ($2,716.22)
Advantage Sign Supply, vendor#007608 ($43,280.86)
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 $404,507.52 will be spent from the Special Income Tax Fund. $6,000,000.00 was budgeted from the Special Income Tax Fund for 2016 Citywide Vehicle Acquisitions.
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 with Byers Ford and Statewide Emergency Products from previously established Universal Term Contracts (UTCs) for the purchase of vehicles and up-fitting parts for use by various City Departments; to authorize the Finance and Management Director to establish purchase orders with Tubelite and Advantage Sign Supply for the acquisition of vehicle decals; to authorize the appropriation and expenditure of $404,507.52 from the Special Income Tax fund; and to declare an emergency. ($404,507.52)
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 contract PA000307- Light Duty Trucks, expires 6/30/18; and
WHEREAS, Statewide Emergency Products successfully bid and was awarded contract PA000138- emergency lighting, expires 11/30/16; and
WHEREAS, Tubelite and Advantage Sign Supply were the lowest responsive and responsible bidders on RFQ000326 for vehicle decals;
WHEREAS, funding for these vehicles and parts 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 & Management in that it is immediately necessary to authorize the Director to establish various 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 hereby authorized to establish purchase orders from previously established Universal Term Contracts for the acquisition of vehicles and parts for use by various City Departments with the following vendors:
Byers Ford, PA000307 - Light Duty Trucks ($331,510.44)
Statewide Emergency Products, PA000138 - Emergency Lighting for Vehicles ($27,000)
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders pursuant to the terms and conditions of RFQ000326 with Tubelite (vendor#004207) & Advantage Sign Supply (vendor#007608) for vehicle decals.
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, 2016, the sum of $404,507.52 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 0990-2016 Legislation Template.xls
SECTION 4. That the expenditure of $404,507.52, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1, 2, and 3 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 0990-2016 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 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 7. 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.