Explanation
This ordinance will establish an Auditor's Certificate and authorize expenditures for the purchase of maintenance equipment for the Recreation and Parks Department.
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 and permanent improvement funding totaling $848,500.00:
-Ventrac (3 each) - Estimated expenditure $150,000.00
-Large Mowers (2 each) - Estimated expenditure $160,000.
-Slit Seeder / 3 point hitch / compatible with JD5085 & 5425 (1 each) - Estimated expenditure --$17,000.00
-Landscape Trailer (2 each) - Estimated expenditure $10,000.00
-Dump Truck (2 each) - Estimated expenditure $150,000.00
-7 foot Bushhog (1 each) - Estimated expenditure $8,000.00
-Aerial Lift (1 each) - Estimated expenditure $250,000.00
-Genie Person Lifts (2 each) - Estimated expenditure $40,000.00
-Trailer for Lifts (1 each) - Estimated expenditure $15,000.00
Fund 7702 - $800,000.00
- Aerator / 3 point hitch (1 each) - Estimated expenditure $2,500.00
-Barge Motor / 40 HP 4 stroke (2 each) - Estimated expenditure $16,000.00
-Ground Level Loading Non-tilt Trailer, 17 foot - Estimated expenditure $30,000.00
Fund 7747 - $48,500.00
Emergency Justification: An emergency is being requested in order to have equipment bid and in place for and available for the 2018 park maintenance season; some equipment needs to be ordered in fall 2017 for 2018 delivery. Equipment will be ordered immediately following bids being received; funding being established by this ordinance is required for bidding.
Fiscal Impact: $848,500.00 is required and budgeted in the Voted Parks and Recreation Bond Fund 7702 and Permanent Improvement Fund 7747 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 appropriation of $48,500.00 within the Recreation and Parks Permanant Improvement fund, to authorize the expenditure of $848,500.00 from the Recreation and Parks Voted Bond Fund, to establish an Auditor's certificate in the amount of $848,500.00; to amend the 2017 CIB and transfer funding within the Voted Parks and Recreation Bond Fund and Permanent Improvement Fund; and to declare an emergency. ($848,500.00)
Body
WHEREAS, the Purchasing Office will solicit competitive bids to acquire various maintenance 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 $848,500.00 from the Recreation and Parks Voted Bond Fund; and
WHEREAS, it is necessary to establish an Auditor's certificates in the amount of $848,500.00; and
WHEREAS, it is necessary to appropriate $48,500.00 within the Recreation and Parks Permanent Improvement Fund; and
WHEREAS, it is necessary to authorize the City Auditor to transfer $800,000 within the Recreation and Parks Voted Bond Fund and $48,500 within the Recreation and Parks Permanent Improvement Fund; and
WHEREAS, it is necessary to amend the 2017 Capital Improvement Budget; and
WHEREAS, funding is available for these purchases from unallocated balances within the Voted Recreation and Parks Bond Fund 7702 and Recreation and Parks Permanent Improvement Fund 7747; 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 the 2017 park maintenance season; 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 2017 Capital Improvements Budget Ordinance 1124-2017 is hereby amended as follows in order to provide sufficient budget authority for this legislation and future projects.
CURRENT:
Fund 7702; P510040-100001; Maintenance Equipment Parks; $895 (Voted Carryover)
Fund 7702; P510040-100001; Maintenance Equipment Parks; $800,000 (SIT Supported)
Fund 7702; P510011-100000; Swimming Facilities $412,170 (Voted Carryover) $
Fund 7702; P510112-100116; Park Acquisition; $111,000 (Voted Carryover)
Fund 7702; P510112-100117; Park Acquisition; $735,000 (Voted Carryover)
Fund 7702; P510112-100000; Park Acquisition; $1,080,000 (SIT Supported)
Fund 7747; P510040-100000; Equipment; $1,774 (Carryover)
Fund 7747; P747999-100000; Unallocated Balance $189,271 (Carryover)
AMENDED TO:
Fund 7702; P510040-100001; Maintenance Equipment Parks; $800,895 (Voted Carryover)
Fund 7702; P510040-100001; Maintenance Equipment Parks; $0,000 (SIT Supported)
Fund 7702; P510011-100000; Swimming Facilities $242,170 (Voted Carryover) $
Fund 7702; P510112-100116; Park Acquisition; $0,000 (Voted Carryover)
Fund 7702; P510112-100117; Park Acquisition; $216,000 (Voted Carryover)
Fund 7702; P510112-100000; Park Acquisition; $1,880,000 (SIT Supported)
Fund 7747; P510040-100000; Equipment; $50,274 (Carryover)
Fund 7747; P747999-100000; $140,771 Unallocated Balance (Carryover)
SECTION 5. That the City Auditor is hereby authorized to appropriate $48,500.00 within Fund 7747 Recreation and Parks Permanent Improvement Fund per the account codes in the attachment to this ordinance.
See attached DAX funding Information
SECTION 6. That the transfer of $848,500.00 or so much thereof as may be needed is hereby authorized between projects within Fund 7702 Recreation and Parks Bond Fund and Fund 7747 Recreation and Parks Permanent Improvement Fund per the account codes in the attachment to this ordinance.
See attached DAX funding Information
SECTION 7. 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 8. For the purpose stated in Section 1, the expenditure of $848,500.00, 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 Recreation and Parks Permanent Improvement Fund No. 7747 and to establish an Auditor's certificate in the amount of $848,500.00.
See attached DAX funding Information
SECTION 9. 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 10. 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.