Explanation
1. BACKGROUND
This legislation authorizes the Director of Finance and Management, on behalf of the Department of Public Service, to enter into contracts and establish a purchase order(s) with Path Master, Inc., for school signs, flashing beacons, and associated equipment using State of Ohio, Department of Transportation, cooperative purchasing contracts in the amount of up to $164,796.00.
The Department of Public Service, Division of Traffic Management, is responsible for installing and maintaining various traffic signals and signs within the public right-of-way areas within the City of Columbus. The Division has a need for replacement equipment to include school flasher equipment.
The Department of Public Service, Division of Traffic Management, has determined the most cost effective means to obtain this equipment is to use existing cooperative purchasing contracts available through the State of Ohio, Department of Transportation.
Ordinance 2044-2017 states that "Section 5513.01 (B) of the Ohio Revised Code authorizes the Director of the Ohio Department of Transportation (ODOT) to allow political subdivisions to participate in ODOT contracts for the purchase of machinery, materials, supplies, services and other articles which the Department has entered into. It is the intent of ODOT to establish and operate the ODOT Cooperative Purchasing Program for that purpose. The City of Columbus, Department of Public Service has the desire to utilize the service contracts established by ODOT for their own use as necessary. Having the ability to utilize ODOT service contracts as needed, will make the Department of Public Service more effective and efficient. This legislation will authorize the Director of Public Service to participate in these contracts up to $20,000.00. Any contracts exceeding $20,000.00 will be subject to Council approval."
"That the Director of Public Service is hereby authorized to participate in contracts for services established by the Ohio Department of Transportation under section 5513.01(B) of the Ohio Revised Code. That the Director of Finance and Management is hereby authorized to participate in contracts for machinery, materials, supplies, or other articles established by ODOT under Section 5513.01(B) of the Ohio Revised Code. The City of Columbus shall be bound by all term and conditions prescribed in the contracts established by the Director of Transportation. This authorization is to be considered permanent."
"Additionally, this ordinance waives the competitive bidding provisions of the Columbus City Codes for all purchases to be established from the ODOT cooperative purchasing program. On a case by case basis, purchases deemed to be in the best interests of the City of Columbus and where the City cannot secure better terms and conditions compaired to the estalbished ODOT contract."
2. CONTRACT COMPLIANCE
The contract compliance number for Path Master is CC006853 and expires on 5/3/2020.
3. FISCAL IMPACT
An amendment to the 2018 Capital Improvement Budget is required to establish sufficient budget authority for the project. The requested funds of $164,796.00 are available as voted carryover funds within the Streets and Highways Bond Fund, Fund 7704. It is necessary to transfer funds within the Streets and Highways Bond Fund to align spending with the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested in order to obtain the equipment at the earliest possible time to ensure the safety of the travelling public.
Title
To amend the 2018 Capital Improvement budget; to authorize the transfer of funds within the Streets and Highways Bond Fund; to authorize the Director of Finance and Management, on behalf of the Department of Public Service, to enter into contract and establish a purchase order for school signs, beacons, and associated equipment from Path Master, Inc., using a State of Ohio cooperative purchasing contract; to authorize the expenditure of up to $164,796.00 from the Streets and Highways Bond Fund for the purchase; and to declare an emergency. ($164,796.00)
Body
WHEREAS, the Department of Public Service, Division of Traffic Management, is responsible for installing and maintaining various traffic signals and signs within the public right-of-way areas within the City of Columbus; and
WHEREAS, the Division has shown a need for replacement equipment to include school flasher signs, beacons, and associated equipment; and
WHEREAS, there is a State of Ohio ODOT cooperative purchasing contract with Path Master, Inc., for said equipment; and
WHEREAS, the City was previously authorized to participate in State of Ohio ODOT cooperative purchasing contracts via Ordinance 2044-2017; and
WHEREAS, an amendment to the 2018 Capital Improvements Budget is necessary to align budget authority with the proper project; and
WHEREAS, a transfer of cash within the Streets and Highways Bond Fund, Fund 7704, is necessary to align funding with the proper project; and
WHEREAS, it is necessary for the Director of Finance and Management, on behalf of the Department of Public Service, to enter into contracts and establish a purchase order(s) for equipment and associated items as requested; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract and establish a purchase order for school signs, beacons, and associated equipment from Path Master, Inc. to ensure the safety of the travelling public, 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 2018 Capital Improvements Budget authorized by ordinance 1010-2018 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /C.I.B. as Amended
7704 / P590105-100089 / Pedestrian Safety Improvements - Sidewalk NOV (Voted Carryover) / $492,619.00 / ($164,796.00) / $264,823.00
7704 / P540008-100006 / Sign Upgrading - Overhead Beacons and Signs (Voted Carryover) / $37,030.00 / $164,796.00 / $201,826.00
SECTION 2. That the transfer of $164,796.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5911 (Infrastructure Management), Project P590105-100089 (Pedestrian Safety Improvements - Sidewalk NOV), Object Class 06 (Capital Outlay) to Dept-Div 5913 (Traffic Management), Project P540008-100006 (Sign Upgrading - Overhead Beacons and Signs), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the Director of Finance and Management, on behalf of the Department of Public Service, be and is hereby authorized to establish contracts and a purchase order(s) with Path Master, Inc., utilizing State of Ohio ODOT cooperative purchasing contracts at an amount up to $164,796.00.
SECTION 4. That the expenditure of $164,796.00 or so much thereof as may be necessary, is hereby authorized to be expended from Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5913 (Traffic Management), Project P540008-100006 (Sign Upgrading - Overhead Beacons and Signs), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 5. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance 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 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 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 ten days after passage if the Mayor neither approves nor vetoes the same.