Explanation
Background: This ordinance authorizes the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for vehicle upfitting parts and services. These vehicles were previously purchased earlier in 2017 in accordance with the Fleet Management Division's annual vehicle acquisition plan and were approved by City Council. After the purchase of certain vehicles, it is sometimes necessary to upfit this equipment with additional parts in order to equip the vehicles for specialized use. This ordinance therefore seeks authority to purchase needed upfitting parts and services necessary to equip vehicles and equipment for use in the field.
These purchase orders for vehicle upfitting will be issued from Universal Term Contracts, competitive bids processed by the City of Columbus Purchasing Office, and a State of Ohio Cooperative Contract. Items purchased via State of Ohio Cooperative Contract relate to the upfitting of Police motorcycles with police radios.
A listing of these Contracts and anticipated expenditure amounts are as follows:
NAPA aftermarket auto parts: Division of Police Motorcycles - Universal Term Contract ($7,200.00)
Statewide Emergency Products: Lighting for Division of Police Motorcycles - Universal Term Contract ($12,636.00)
KE Rose, vendor#004889: Refuse Division Cab Chassis upfit - City of Columbus competitive bid RFQ006671 ($14,795.00)
Motorola Solutions, Inc.: Division of Police Motorcycle radios - State of Ohio Cooperative Contract# 573077 ($19,086.00)
It is noted that Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts.
Fiscal Impact: This ordinance authorizes an expenditure of $53,717.00 from the Special Income Tax fund with various UTC and State of Ohio Contract vendors and with KE Rose (RFQ00636) for the purchase of vehicle up fitting parts and services. The Department of Finance and Management budgeted $7.0 million in the Special Income Tax Fund for 2017 Citywide Vehicle Acquisitions and related upfitting parts and services. 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 Police.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for vehicle up fitting parts from existing Universal Term Contracts (UTC's); to establish purchase orders with Motorola Solutions, Inc. for radios in accordance with the terms and conditions of State of Ohio Cooperative Contract(s); to authorize the Finance and Management Director to establish purchase orders with KE Rose for the purchase of vehicle up fitting parts and services; to authorize the appropriation and expenditure of $53,717.00 from the Special Income Tax fund; and to declare an emergency. ($53,717.00)
Body
WHEREAS, the City of Columbus has 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, the Purchasing Office has established Universal Term Contract Purchase Agreements for Aftermarket Auto Parts and Statewide Emergency Products; and
WHEREAS, the Purchasing Office advertised and solicited a formal bid RFQ006671 on September 19th, 2017 and selected the overall lowest, responsive, responsible and best bidder, KE Rose;
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contracts; and
WHEREAS, the State of Ohio Cooperative contract with Motorola Solutions, Inc., Contract #573077, is available for the City's use for the purchase of police radios and necessary hardware/accessories, expires 6/30/2019; and
WHEREAS, funding for vehicle upfitting 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 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 vehicle upfitting parts and services so that vehicles can be properly equipped for use in the field, 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 upfitting of vehicles for use by the Department of Public Safety, Division of Police as follows:
NAPA Aftermarket Auto Parts ($7,200.00 estimated)
Statewide Emergency Products ($12,636.00 estimated)
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders with KE Rose for the upfitting of vehicles for use by the Department of Public Service, Division of Refuse as follows:
Cab Chassis Up Fit in accordance with Request for Quotation RFQ006671as follows: KE Rose., $14,795.00
SECTION 3. 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, for the upfitting of vehicles for use by the Department of Public Safety, Division of Police as follows:
State Contract No. 573077; Motorola Solutions, Inc; CC# 36-1115800 - Purchase of police radios and necessary hardware/accessories ($19,086.00)
SECTION 4. 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 $53,717.00 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 3062-2017 Legislation Template.xls
SECTION 5. That the expenditure of $53,717.00 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 3062-2017 Legislation Template.xls
SECTION 6. 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 7. 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 8. 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 9. 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.