Explanation
Background: This ordinance authorizes the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase orders in the total amount of $247,189.65 for vehicle parts from an existing Universal Term Contract (UTC) and authorize separate purchase orders for vehicle up-fitting services and decals based upon competitive bidding.
This ordinance authorizes a purchase order from an existing UTC for vehicle parts for Aftermarket Auto Parts in the amount of $20,000.00. This ordinance also authorizes the Finance and Management Director to establish purchase orders with Parr Public Safety, Kaffenbarger Truck Equipment, and Advantage Sign Supply for the acquisition of various up-fitting services and decals, per the results of bids RFQ005928 (Parr Public Safety), RFQ006279 (Kaffenbarger Truck Equipment), and RFQ006364 (Advantage Sign Supply). These bids were processed in accordance with the competitive bidding provisions of Columbus City Code. The Fleet Management Division recommends acceptance of the lowest, most responsible, and best bidders for these up-fitting services and decals as follows:
Parr Public Safety, vendor#001060 ($165,370.47) - Police and Fire vehicle Up Fit
Kaffenbarger Truck Equipment, vendor#004325 ($18,686.00) - Police Crime Scene Van Up Fit
Advantage Sign Supply, vendor#007608 ($43,133.18) - Vehicle Decals
See Attached File: Ord 2650-2017 Vehicle Details.xls
Fiscal Impact: This ordinance authorizes an expenditure of $247,189.65 from the Special Income Tax fund to utilize the Aftermarket Auto Parts UTC, and with Parr Public Safety (RFQ005928), Kaffenbarger Truck Equipment (RFQ006279), and Advantage Sign Supply (RFQ00636) for the purchase of decals and up-fitting services. 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 requested so that these public safety vehicles can be placed into service as soon as practical.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order for vehicle parts from an existing Universal Term Contract; to authorize the Finance and Management Director to establish purchase orders with Parr Public Safety, Kaffenbarger Truck Equipment, and Advantage Sign Supply for the purchase of vehicle up-fitting services and decals pursuant to competitive bids; to authorize the appropriation and expenditure of $247,189.65 from the Special Income Tax fund; and to declare an emergency. ($247,189.65)
Body
WHEREAS, the Public Safety Department has a need to replace older high mileage and high maintenance vehicles; and
WHEREAS, the Purchasing Office has established Universal Term Contract Purchase Agreements for Aftermarket Auto Parts; and
WHEREAS, the Purchasing Office advertised and solicited three separate formal bids for vehicle up-fitting services and decals; and
WHEREAS, the Fleet Management Division recommends acceptance of the lowest, responsive, responsible and best bidders; and
WHEREAS, funding for these vehicles is budgeted in the Special Income Tax fund; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management, Fleet Management Division, in that it is immediately necessary to authorize the Director of Finance and Management to establish various purchase orders for the purchase of vehicle parts, decals, and up-fitting services, 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 established Universal Term Contracts for the acquisition of vehicles for use by various City Departments, as follows:
Aftermarket Auto Parts ($20,000.00)
Police Division and Fire Division parts and up-fitting in accordance with Request for Quotation RFQ005928 as follows: Parr Public Safety - $165,370.47
Crime Scene Van Up fitting in accordance with Request for Quotation RFQ006279 as follows: Kaffenbarger Truck Equipment- $18,686.00
Vehicle Decals in accordance with Request for Quotation RFQ006364 as follows: Advantage Sign Supply- $43,133.18
SECTION 2. 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 $247,189.65 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 2650-2017 Legislation Template.xls
SECTION 3. That the expenditure of $247,189.65, 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 2650-2017 Legislation Template.xls
SECTION 4. 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 5. 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 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 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.