Explanation
This ordinance will establish an Auditor's Certificate and authorize expenditures for the purchase of Maintenance equipment for the Recreation and Parks Department. The new equipment will replace aging equipment.
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 funding and total $614,000.00:
• (5) Landscape Trailers as a result of PR181252 - Estimated Expenditure $22,500.00
• Forklift as a result of PR195412 - Estimated expenditure $ 51,000.00
• Trailers as a result of PR195592 and PR195711 - Estimated expenditure $ $26,100.00
• Mowers as a result of PR195712 - Estimated expenditure $ 160,000.00
• Person Lift as a result of PR195411 - Estimated expenditure $ 21,500.00
• Boat - Estimated expenditure $ 16,000.00
• Utility Carts - Estimated expenditure $ 35,000.00
• Motors - Estimated expenditure $ 16,000.00
• Aerial Lift Truck - Estimated expenditure $ 250,000.00
• Sweeper - Estimated expenditure $ 5,900.00
• Misc. Trailers - Estimated expenditure $ 10,000.00
Emergency Justification: An emergency is being requested in order to have equipment purchased and available for the 2018 park maintenance season. Equipment needs to be ordered in April or May 2018 at the latest. Bids are in process and equipment will be ordered immediately once bids are received. This ordinance is establishing the funding required for the purchases being bid.
Fiscal Impact: $614,000.00 is required and budgeted in the Voted Parks and Recreation Bond Fund 7702 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 expenditure of $614,000.00 from the Recreation and Parks Voted Bond Fund, to establish an Auditor's certificate in the amount of $614,000.00; and to declare an emergency. ($614,000.00)
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 $614,000.00 from the Recreation and Parks Voted Bond Fund and Permanent Improvement Fund; and
WHEREAS, it is necessary to establish an Auditor's certificates in the amount of $614,000.00; and
WHEREAS, funding is available for these purchases from unallocated balances within the Voted Recreation and Parks Bond Fund and Permanent Improvement Fund; 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 2018 park maintenance season; NOW, THEREFORE
NOW, THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That this ordinance is contingent on ordinance 0472-2018.
SECTION 2. 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 3. 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 4. 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 5. 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 6. For the purpose stated in Section 1, the City Auditor is authorized to establish an Auditor's certificate in the amount of $614,000.00, and the expenditure of $614,000.00, or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 and Permanent Improvement Fund 7747 in object class 06 Capital Outlay per the accounting codes in the attachment.
SECTION 7. 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 8. 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.