Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of automobiles and light duty trucks for various departments within the City of Columbus. The purchase orders for the vehicle purchases will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office.
Byers Ford, vendor#006008, PA000259 - Vehicles - expires 6/30/18 - ($36,520.00 estimated)
Byers Ford, vendor#006008, PA000307, Light Duty Trucks - expires 6/30/18 - ($1,277,906.00 estimated)
The projected quantities to be purchased by vehicle make/model and quantity are contained in the summary attached to this ordinance. This will include two vehicle units for the Division of Police, six units for the Division of Fire, eleven units for the Recreation and Parks Department, nine units for the Facilities Management Division, and five units for the Department of Technology. (See Ord 0954-2018 Vehicle Distribution.xls)
These vehicles will be purchased from two Universal Term Contracts established with Byers Ford for the acquisition of vehicles and light duty trucks.
Fiscal Impact: This ordinance authorizes an expenditure of $1,314,426.00 from the Special Income Tax fund for the purchase of vehicles and light duty trucks from Byers Ford pursuant to the terms and conditions of previously established Universal Term Contracts. The Department of Finance and Management budgeted $7.0 million in the Special Income Tax Fund for 2018 Citywide Vehicle Acquisitions. Approximately $7.5 million was expended in 2017 and $6.0 million in 2016 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 various city departments. Additionally, in an effort to meet Original Equipment Manufacturers (OEM) order dates for certain vehicles, emergency legislation is requested.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from Universal Term Contracts (UTCs) for the purchase of vehicles with Byers Ford; to authorize the appropriation and expenditure of $1,314,426.00 from the Special Income Tax fund; and to declare an emergency. ($1,314,426.00)
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- Vehicles, 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
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 for the purchase of new vehicles, 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 previously established Universal Term Contracts for the acquisition of vehicles for use by various City Departments with the following vendors:
Byers Ford, PA000259 ($36,520.00 estimated)
Byers Ford, PA000307, Light Duty Trucks ($1,277,906.00 estimated)
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, 2018, the sum of $1,314,426.00 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 0954-2018 Legislation Template.xls
SECTION 3. That the expenditure of $1,314,426.00, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1 and 2, 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 0954-2018 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 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.