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File #: 0267-2020    Version: 1
Type: Ordinance Status: Passed
File created: 1/21/2020 In control: Finance Committee
On agenda: 2/10/2020 Final action: 2/13/2020
Title: To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from a previously established Universal Term Contract (UTC) with Byers Ford for the purchase of vehicles for the Public Safety Department, to authorize the appropriation and expenditure of $971,676.00 from the Special Income Tax fund; and to declare an emergency. ($971,676.00)
Attachments: 1. Ord 0267-2020 Legislation Template.pdf

Explanation

 

Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of automobiles for use by the Divisions of Police and Fire. This ordinance requests authority to purchase two (2) Ford Fusion S’s for the Division of Fire and fifty-two (52) Ford Fusion S’s for the Division of Police. The purchase orders for these vehicle purchases will be issued from a Universal Term Contract (UTC) that has been previously established by the City of Columbus Purchasing Office. 

 

Byers Ford, vendor#006008, PA003229 - Automobiles - expires 6/30/20 - ($971,676.00 estimated)

 

Fiscal Impact: This ordinance authorizes an expenditure of $971,676.00 from the Special Income Tax fund for the purchase of vehicles and light duty trucks. Funds for these vehicle acquisitions will come from the Special Income Tax Fund.  The Fleet Management Division spent $4.1 million in 2019 and $6.5 million in 2018 from the Special Income Tax Fund for the purchase of vehicles and associated up-fitting.

 

Emergency action is requested in order to meet manufacturer order cut-off dates which occur in late February.  The opportunity to purchase these sedans will not be available after this time frame.     

 

 Title

 

To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from a previously established Universal Term Contract (UTC) with Byers Ford for the purchase of vehicles for the Public Safety Department, to authorize the appropriation and expenditure of $971,676.00 from the Special Income Tax fund; and to declare an emergency. ($971,676.00)

 

Body

 

WHEREAS, the Divisions of Police and Fire 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 Universal Term Contract PA003229- Automobiles, expires 6/30/20; 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 vehicles for the Department of Public Safety, 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 a previously established Universal Term Contract for the acquisition of vehicles for use by the Division of Police and the Division of Fire with the following vendor:

 

Byers Ford, vendor#006008, PA003229 - Automobiles - expires 6/30/20 - ($971,676.00 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, 2020, the sum of $971,676.00 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 0267-2020 Legislation Template.xls

 

SECTION 3.  That the expenditure of $971,676.00, 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 0267-2020 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.