Explanation
This ordinance will establish an Auditor's Certificate and authorize expenditures for the purchase of Maintenance equipment for the Recreation and Parks Department. The new equipment will replace aging equipment and additional be used to maintain the Scioto Mile.
Background: These purchases will be made through the City of Columbus Purchasing Office. All bids will be obtained and contracts awarded using City Code 329 or using State Term contracts pursuant to ordinance number 582-87; however, this legislation will set up all of the funding required to enter into contracts with the vendors on an as-needed basis. All equipment will be bid through the City of Columbus Purchasing System and all contracts will be approved by the Director of Finance and Management. Competitive bids will be solicited and opened by the Purchasing Office, obtained through any current universal term contract, or state term contract.
The equipment list below outlines the purchases expected to be made as soon as possible as a result of this ordinance using voted bond funding and total $750,000.00:
Seventeen Foot Mower Deck - Estimated expenditure $25,000.00
Establish ACPR for attachment to PR100261
Dump Truck Equipment - Estimated expenditure $33,482.44
Establish ACPR for attachment to PR101171.
2 each CNG Trash Packers - Estimated expenditure $330,000.00
Establish ACPR for attachment to PR102831
Kubota Cart UTV - Estimated expenditure $40,000.00
Establish ACPR for attachment to PR101831
JD Tractor - Estimated expenditure $30,000.00
Establish ACPR for attachment to PR101661
2 each Mowing Tractors - Estimated expenditure $170,000.00
Establish ACPR for attachment to PR101431
Ditch Witch - Estimated expenditure $45,000.00
Establish ACPR for attachment to PR103621
Dump Truck - Estimated expenditure $31,517.56
Establish ACPR. UTC Purchase. ACPR will be attached to PR Document for creating of the purchasing document.
Boat - Estimated expenditure $17,000.00
Establish ACPR. Informal bid. ACPR will be attached to PR Document at time of bid.
(2) each Trailers - $8,000.00
Establish ACPR. Informal bid. ACPR will be attached to PR Document at time of bid.
(2) each Cushman - Estimated expenditure $20,000.00
Establish ACPR. Informal bid. ACPR will be attached to PR Document at time of bid.
Emergency Justification: An emergency is being requested in order to have equipment purchased and available for 2017 park maintenance season; equipment needs to be ordered in March. Bids are in process; equipment will be ordered immediately following bids being received and funding being established by this ordinance.
Fiscal Impact: 750,000.00 is required and budgeted in the Voted Parks and Recreation Bond Fund 7702 to meet the financial obligations of these expenditures.
Title
To authorize the Director of Finance and Management to enter into various contracts for the purchase of maintenance equipment for the Recreation and Parks Department; to authorize the expenditure of $750,000.00 from the Recreation and Parks Voted Bond Fund, to establish an Auditor's certificates in the amount of $750,000.00; to amend the 2016 CIB and transfer funding within Fund 7702; and to declare an emergency. ($750,000.00)
Body
WHEREAS, the Purchasing Office will solicit competitive bids to acquire various Sports equipment for the Recreation and Parks Department in accordance with City Code Chapter 329 or use State Term contracts authorized per ordinance number 582-87; and
WHEREAS, brass tags for equipment to be replaced will be submitted to the Division of Fleet Management, and all specifications for equipment to be purchased and brass tagged will be approved by the Division of Fleet Management prior to acquisition;
WHEREAS, it is necessary to authorize the expenditure of $750,000.00 from the Recreation and Parks Voted Bond Fund; and
WHEREAS, it is necessary to establish an Auditor's certificates in the amount of $750,000.00; and
WHEREAS, it is necessary to authorize the City Auditor to transfer $481,264.54 within the Recreation and Parks Voted Bond Fund; and
WHEREAS, it is necessary to amend the 2016 Capital Improvement Budget; and
WHEREAS, funding is available for these purchases from unallocated balances within the Voted Recreation and Parks Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to authorize the Director of Finance and Management to enter into contracts to have equipment available for 2017 park maintenance season; NOW, THEREFORE
NOW, THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to enter into contracts for the purchase of maintenance equipment on behalf of the Recreation and Parks Department in accordance with City Code Chapter 329 or using state term contracts per ordinance number 582-87.
SECTION 2. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 3. 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 4. That the 2016 Capital Improvements Budget Ordinance 0960-2016 is hereby amended as follows in order to provide sufficient budget authority for this legislation and future projects.
CURRENT:
Fund 7702; P510018-100000; Hard Surface Improvements; $181,670 (SIT Supported)
Fund 7702; P510040-100001; Maintenance Equipment Parks; $200,000 (SIT Supported)
Fund 7702; P510040-100005; Equipment-Scioto Riverfront; $405,227
Fund 7702; P510112-100000; Park Acquisition; $45,912 (SIT Supported)
AMENDED TO:
Fund 7702; P510018-100000; Hard Surface Improvements; $151,544 (SIT Supported)
Fund 7702; P510040-100001; Maintenance Equipment Parks; $681,265 (SIT Supported)
Fund 7702; P510040-100005; Equipment-Scioto Riverfront; $0
Fund 7702; P510112-100000; Park Acquisition; $0 (SIT Supported)
SECTION 5. That the transfer of $481,264.54 or so much thereof as may be needed is hereby authorized between projects within Fund 7702 Recreation and Parks Bond Fund per the account codes in the attachment to this ordinance.
See attached DAX funding Information
SECTION 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. For the purpose stated in Section 1, the expenditure of $750,000.00, or so much thereof as may be necessary to pay the cost thereof is hereby authorized from the Voted Recreation and Parks Bond Fund No. 7702 and to establish an Auditor's certificate in the amount of $750,000.00.
See attached DAX funding Information
SECTION 8. That this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for the 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 terms of Columbus City Code Chapter 329 or per ordinance number 582-87.
SECTION 9. That for the 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 10 days after passage if the Mayor neither approves nor vetoes the same.