Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of 58 automobiles and light duty trucks for use by various City Departments. This ordinance is for the purchase of nine (9) vehicles for the Division of Police, fifteen (15) vehicles for the Division of Fire, twenty-two (22) vehicles for Recreation & Parks, one (1) vehicle for the Department of Technology, four (4) vehicles for the Division of Refuse Collection, three (3) vehicles for the Division of Weights & Measures, one (1) vehicle for the Municipal Court, and three (3) vehicles for the Facilities Management Division. These purchase orders will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office.
Byers Ford, vendor#006008, PA003229 - Automobiles - expires 6/30/20 -
Byers Ford, vendor#006008, PA003231, Light Duty Trucks - expires 6/30/20 -
Fiscal Impact: This ordinance authorizes an expenditure of $1,841,968.00 from the Special Income Tax fund for the purchase of vehicles and light duty trucks for use by various City Departments. The Department of Finance and Management budgeted $9.0 million in the Special Income Tax Fund for 2020 Citywide Vehicle Acquisitions. The Fleet Management Division expended $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 for General Fund Departments.
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 and to meet certain manufacturer build out dates and acquisition deadlines.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders with Byers Ford from previously established Universal Term Contracts (UTCs) for the purchase of vehicles for use by various City Departments; to authorize the appropriation and expenditure of $1,841,968.00 from the Special Income Tax fund; and to declare an emergency. ($1,841,968.00)
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 PA003229- Automobiles, expires 6/30/20 and PA003231- Light Duty Trucks, 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 and contracts for the acquisition of new vehicles for use by various City Departments so that newer vehicles can be placed into service for immediate use, 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. The current UTC vendors are as follows:
Byers Ford, PA003229, Automobiles
Byers Ford, PA003231, Light Duty Trucks
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 $1,841,968.00 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 0844-2020 Legislation Template.xls
SECTION 3. That the expenditure of $1,841,968.00, 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 0844-2020 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.