Explanation
Background: This ordinance authorizes the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from existing Universal Term Contracts (UTC's) for the acquisition of vehicles for the Refuse Collection Division, Fleet Management, Police Division, and Development Department. All of these vehicles will replace equipment that has high mileage and is at the end of useful life.
A listing of these Universal Term Contracts and anticipated expenditure amounts are as follows:
Byers Ford, vendor#006008, PA000259 & PA000307 (automobiles & light duty trucks), expires 6/30/18 - ($169,846.00 estimated)
This ordinance also authorizes the Finance and Management Director to establish purchase orders with ESEC Corporation and Rocks Trailer Sales for the acquisition of a gasoline powered truck and a hydraulic dump trailer for the Municipal Court per the results of bids RFQ006053 (ESEC) and RFQ006449 (Rocks Trailer). The Municipal Court will use this vehicle for their work release program. These bids were processed in accordance with the competitive bidding provisions of Columbus City Code, as follows:
ESEC Corporation, vendor#006602 ($49,422.00) - gasoline powered truck
Rocks Trailer Sales, vendor#004623 ($4,642.50) - hydraulic dump trailer
See Attached File: Ord 2251-2017 Vehicle Details.xls
Fiscal Impact: This ordinance authorizes an expenditure of $169,357.50 from the Special Income Tax fund and a transfer of $11,290.00 within and expenditure of $54,553.00 from the Fleet Management Capital Fund for the purchase of vehicles for various Departments and Divisions. 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 Designation: Emergency designation is being requested to continue support without interruption to daily operations.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders with Byers Ford for the acquisition of vehicles from existing Universal Term Contracts (UTC's); to authorize the Finance and Management Director to establish purchase orders with ESEC Corporation and Rocks Trailer Sales for the purchase of vehicles pursuant to competitive bids; to authorize the appropriation and expenditure of $169,357.50 from the Special Income Tax fund; to authorize the transfer of $11,290.00 within and the appropriation and expenditure of $54,553.00 from the Fleet Management Capital Fund; and to declare an emergency. ($223,910.50)
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; and
WHEREAS, funding for these vehicles is budgeted and available within the Special Income Tax fund and the Fleet Management Capital Fund; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management in that it is immediately necessary to authorize the Director of Finance and Management to establish various purchase orders and contracts for the purchase of new vehicles for use by various Departments and Divisions, 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 existing Universal Term Contracts with Byers Ford for the acquisition of vehicles for use by various Departments and Divisions as follows:
Byers Ford, PA000259 & PA000307 ($169,846.00 estimated)
SECTION 2. That the Finance and Management Director is hereby authorized to enter into the following contracts for the option to purchase vehicles pursuant to competitive bids as follows:
Gasoline Powered Truck in accordance with Request for Quotation RFQ006053 as follows: ESEC Corporation., $49,422.00
Hydraulic Dump Trailer in accordance with Request for Quotation RFQ006449 as follows: Rocks Trailer Sales., $4,642.50
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 $169,357.50 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 2251-2017 Legislation Template.xls
SECTION 4. That the expenditure of $169,357.50, 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 2251-2017 Legislation Template.xls
SECTION 5. That the 2017 Capital Improvements Budget is hereby amended, in Fund 5205 - Fleet Management Capital Fund, as follows:
Project ID | Project Name | Current Authority | Revised Authority | Change
P550005-100000 (carryover) | Fuel Tank Management | $880,481| $869,191 | -$11,290
P550003-100000 (carryover) | Fleet Equipment Replacement | $43,263 | $54,553| +$11,290
SECTION 6. That the expenditure of $54,553.00, or so much thereof as may be necessary in regard to the actions authorized in Section 1, are hereby authorized and approved from the Fleet Management Capital Fund 5205, in Object Class 06 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 2251-2017 Legislation Template.xls
SECTION 7. 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 8. 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 9. 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 10. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.