Explanation
Background: This ordinance authorizes the Finance and Management Director to establish a purchase order with J D Equipment Inc., in the amount of $19,400.00 for the purchase of a diesel powered utility tractor per the results of bid RFQ010207. The diesel powered utility tractor is for use by the Division of Police mounted unit to clean stalls, rake the paddock, and move items. This utility tractor will be replacing an old unit. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. One bid was received and opened for RFQ010207 on September 12, 2018 as follows:
J D Equipment Inc., (CC#: 31-1058528, exp. 11/9/2019, MAJ) $19,400.00
The Finance and Management Department recommends the bid be awarded to J D Equipment Inc., the sole, responsive and responsible bidder.
J D Equipment Inc Vendor #004652
Fiscal Impact: This ordinance authorizes an appropriation and expenditure of $19,400.00 from the Special Income Tax Fund with J D Equipment Inc., for the purchase of a diesel powered utility tractor. Funding for this acquisition is budgeted within the Special Income Tax Fund for 2018 citywide vehicle acquisitions. The department of Finance and Management budgeted $7.0 million in the Special Income Tax Fund for 2018 Citywide Vehicle Acquisitions. In total, $7.5 million in 2017 and $6.0 million in 2016 were 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 as soon as practical.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order with J D Equipment Inc., for the purchase of a diesel powered utility tractor; to authorize the appropriation and expenditure of $19,400.00 from the Special Income Tax fund; and to declare an emergency. ($19,400.00)
Body
WHEREAS, the Division of Police has a need for a diesel powered utility tractor for use by the Mounted Unit, and
WHEREAS, the Purchasing Office advertised a formal bid (RFQ010207) on September 12, 2018, and
WHEREAS, the Finance and Management Department recommends a bid award to J D Equipment Inc., as the sole responsive, and responsible bidder, and
WHEREAS, funding for this acquisition is budgeted and available within the Special Income Tax fund, and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to establish a purchase order for the purchase of a diesel powered utility tractor, 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 a purchase order with J D Equipment Inc. for the purchase of a diesel powered utility tractor, as follows:
Request for Quotation RFQ010207: J D Equipment Inc., $19,400.00.
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 $19,400.00 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 2798-2018 Legislation Template.xls
SECTION 3. That the expenditure of $19,400.00, 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 2798-2018 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, nor ten days after passage, if the Mayor neither approves nor vetoes the same.