Explanation
Background: This ordinance authorizes the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for the acquisition of automobiles, light duty trucks, as well as associated vehicle up-fitting parts and services for distribution to 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 and from existing State of Ohio cooperative contract(s). A listing of these Universal Term Contract and anticipated expenditure amounts are as follows:
Byers Ford, vendor#006008, PA000259 & PA000307 (automobiles & light duty trucks), expires 6/30/18 - ($940,046.28 estimated)
Statewide Ford Lincoln, vendor#006832, PA000274 (Police pursuit vehicles), expires 6/30/18 - ($1,990,813.61 estimated)
Ricart Properties, vendor#004963, PA000302 (used/covert vehicles), expires 3/31/19 - ($400,000.00 estimated)
Parr Public Safety Equipment Inc, vendor#001060, PA001134 (vehicle upfitting parts & services), expires 06/30/18 - ($862,034.41 estimated)
This ordinance also authorizes the Finance and Management Director to establish purchase orders with Insight Public Sector for the purchase of Panasonic HD Arbitrators and necessary hardware/accessories to be installed on Police Interceptors, in accordance with the terms and conditions of State Term contracts with Insight Public Sector. Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts. A listing of the State of Ohio cooperative contract and anticipated expenditure amount is as follows:
State of Ohio cooperative contract# 534242, Insight Public Sector, expires 6/30/17. ($397,203.47 estimated)
The projected quantities to be purchased by vehicle make/model and quantity are contained in the summary attached to this ordinance. (See Ord 0960-2017 Vehicle Distribution.xls)
Fiscal Impact: This ordinance authorizes an expenditure of $4,590,097.77 from the Special Income Tax fund with various UTC and State of Ohio Contract vendors for the purchase of vehicles and associated up-fitting parts and services. This will include 112 units for Police (marked and unmarked), 11 units for Fire and 3 units for the Municipal Court. The Department of Finance and Management budgeted $7.0 million in the Special Income Tax Fund for 2017 Citywide Vehicle Acquisitions. In 2016, $6.0 million was expended from the Special Income Tax Fund for the purchase of vehicles and associated up-fitting.
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. Additionally, in an effort to meet OEM cut off dates for certain vehicle builds we request emergency legislation.
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) for the purchase of automobiles, light duty trucks, and associated vehicle upfitting parts/services for use by various City Departments; to authorize the Finance and Management Director to establish purchase orders with Insight Public Sector, for the purchase of Panasonic HD Arbitrators and necessary hardware/accessories to be installed on Police Interceptors, in accordance with the terms and conditions of State of Ohio Cooperative Contract(s); to authorize the appropriation and expenditure of $4,590,097.77 from the Special Income Tax fund; and to declare an emergency. ($4,590,097.77 )
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 help eliminate some out of “life cycle” vehicles; and
WHEREAS, Byers Ford successfully bid and was awarded contracts PA000259- Automobile, expires 6/30/18 and PA000307- Light Duty Trucks, expires 6/30/18, Statewide Ford Lincoln successfully bid and was awarded contract PA000274 - Police Pursuit Vehicles, expires 6/30/18, Ricart Properties successfully bid and was awarded contract PA000302 - Unmarked Vehicles, expires 3/31/19, Parr Public Safety Equipment Inc successfully bid and was awarded contract PA001134, up-fitting of Police vehicles, expires 06/30/18; and
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contracts; and
WHEREAS, the State of Ohio Cooperative contract with Insight Public Sector, Contract #534242, is available for the City's use for the purchase of police vehicle cameras, Panasonic HD Arbitrators, and necessary hardware/accessories, expires 6/30/2017; and
WHEREAS, funding for these vehicles 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 automobiles, light duty trucks, and associated vehicle upfitting parts/services for use by various City Departments, as follows:
Byers Ford, PA000259 - Automobiles & PA000307 - Light Duty Trucks - ($940,046.28)
Statewide Ford Lincoln, PA000274 ($1,990,813.61)
Ricart Properties, PA000302 ($400,000.00)
Parr Public Safety Equipment Inc, PA001134 ($862,034.41)
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 State of Ohio Cooperative Contracts, as follows:
State Contract No. 534242; Insight Public Sector; CC# 36-3949000
Purchase Panasonic HD Arbitrators and necessary hardware/accessories ($397,203.47)
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, 2017, the sum of $4,590,097.77 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 0960-2017 Legislation Template.xls
SECTION 4. That the expenditure of $4,590,097.77 or so much thereof as may be necessary, in regard to the actions authorized in Sections 1, 2, 3, and 4 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 0960-2017 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 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 7. 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 8. 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.