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 will be issued from a Universal Term Contract (UTC) that has been previously established by the City of Columbus Purchasing Office. The purchase orders for up-fitting will be issued from Purchasing per the following bids:
RFQ001014 - vendor: Ace Truck Body (004484) - item: (3) Dump Inserts & Install ($13,374.00)
RFQ001009 - vendor: Almared Inc (010249) - item: (1) CNG Up-Fit on Ford 350 ($12,095.00)
RFQ001026 - vendor: Kaffenbarger (004325) - item: (1)V-Plow Spreader & Electric Hopper Spreader ($12,216.00)
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 - ($180.156.10)
The projected quantities to be purchased by vehicle make/model and quantity are contained in the summary attached to this ordinance. (See Ord 1377-2016 Vehicle Distribution.xls)
The companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
The dump inserts from Ace Truck Body will be for new trucks for the Golf Division of the Recreation & Parks Department. Almared Inc., will up-fit a pickup for CNG fuel for the Finance & Management Department and Kaffenbarger will provide plows and salt spreaders for vehicles in Finance & Management as well.
Fiscal Impact: This ordinance authorizes an expenditure of $217,841.10 from the Special Income Tax Fund (SIT) for the purchase of vehicles and vehicle up-fitting with three separate vendors. The Special Income Tax Fund budgeted $6 million for the purchase of vehicles and vehicle up-fitting in 2016.
Emergency action is requested so that these vehicles can be up-fitted and placed into the fleet as soon as practical to replace older, high mileage vehicles.
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; to establish purchase orders with various vendors for up-fitting of several city vehicles; to authorize the appropriation and expenditure of $217,841.10 from the Special Income Tax fund; and to declare an emergency. ($217,841.10)
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, various new city vehicles need up-fitting before being road ready; and
WHEREAS, Purchasing bid out necessary parts and services on RFQ001014, RFQ001009 & RFQ001026; 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 Director to establish purchase orders for the purchase of new vehicles and for the up-fitting 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 ($180,156.10)
SECTION 2. That the Finance and Management Director is authorized to establish purchase orders for parts and up-fitting services on several 2016 city vehicles per RFQ001014, RFQ001009 & RFQ001026.
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 $217,841.10 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 1377-2016.xls
SECTION 4. That the expenditure of $217,841.10, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1& 2 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 1377-2016.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.