Explanation
Background: This ordinance authorizes the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order with Quality Truck Body and Equipment Co., Inc. for the up-fitting of a maintenance service vehicle per the results of bid RFQ009837. This up-fitting is for a New Ford F550 cab chassis CNG powered truck purchased by Fleet Management will replace an older diesel powered vehicle. The vehicle is used by mechanics in Fleet Management to make service calls on city equipment, especially fire apparatus in Fire Stations and occassionally on emergency scenes. The up-fit includes the walk in box and equipment to make a fully functional mechanic service truck including a PTO driven air compressor, parts and tool storage shelving and cabinets and work bench.
The Purchasing Office opened formal bids on August 2, 2018 and two (2) bid were received as follows:
Quality Truck Body and Equipment Co., Inc.: $39,216.00
Kaffenbarger: $54,249.00
The bid submitted by Quality Truck Body and Equipment Co., Inc. met all bid specifications and requirements, therefore the Fleet Management Division awards the contract to the lowest, responsive and responsible bidder, Ace Truck Body, Inc.
SUPPLIER: Quality Truck Body and Equipment Co., Inc CC#: 34-1085422 ; MAJ, Expires 8-30-2019
Fiscal Impact: This Ordinance authorizes the expenditure of $39,216.00 from the Fleet Management Capital Fund. The ordinance also authorizes the transfer of funds between projects within the Fleet Management Capital Fund and an amendment to the CIB. For 2018, the Fleet Management Division budgeted $100,000 for capital funded Fleet Vehicle Replacement. In 2017 $111,000 was expended for capital funded Fleet Vehicle Replacement.
Emergency action is requested to ensure that a newer vehicle can be placed into service for immediate use by the Fleet Management Division.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order with Quality Truck Body and Equipment Co., Inc. for the up-fitting of a maintenance service vehicle; to authorize the transfer within and the expenditure of $39,216.00 from the Fleet Management Capital Fund; to amend the CIB; and to declare an emergency. ($39,216.00)
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, Quality Truck Body and Equipment successfully bid and was awarded RFQ009837; and
WHEREAS, funding for this vehicle up-fitting is budgeted and available within the Fleet Management Capital Fund; and
WHEREAS, it is necessary to authorize the transfer within Fund 5205 - Fleet Management Capital Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2018 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditure; 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 a purchase order for the for the up-fitting of a maintenance service vehicle, 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 is hereby authorized to establish a purchase order for the up-fitting of a Fire Service Truck pursuant to competitive bids with the following:
Fire Service Truck Upfit in accordance with Request for Quotation RFQ009837 as follows: Quality Truck Body and Equipment Co., $39,216.00
SECTION 2. That the transfer of $39,216.00, or so much thereof as may be needed, is hereby authorized between projects within Fund 5205 - Fleet Management Capital Fund, per the account codes in the attachment to this ordinance.
See Attached File: Ord 2565-2018 Legislation Template.xls
SECTION 3. That the 2018 Capital Improvements Budget is hereby amended, in Fund 5205 - Fleet Management Capital Fund, as follows:
Project ID | Project Name | Current Authority | Revised Authority | Change
P550005-100000 (carryover) |Fuel Tank Management | $694,201 | $654,985 | -$39,216
P550003-100000 (carryover) | Fleet Equipment Replacement | $385 | $39,601 | +$39,216
SECTION 4. That the expenditure of $39,216.00, or so much thereof as may be necessary in regard to the actions authorized in Section 1 are hereby authorized and approved from the Fleet Management Capital Fund 5205, in Object Class 06 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 2565-2018 Legislation Template.xls
SECTION 5. 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 6. 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 7. 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 8. 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.