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File #: 1607-2020    Version: 1
Type: Ordinance Status: Passed
File created: 6/30/2020 In control: Finance Committee
On agenda: 7/27/2020 Final action: 7/30/2020
Title: To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order with Ace Truck Body Inc., for the up-fit of a Ford 350 Dump Truck for use by the Recreation and Parks Department; and to authorize the appropriation and expenditure of $18,892.00 from the Special Income Tax fund. ($18,892.00)
Attachments: 1. Ord 1607-2020 Legislation Template.pdf

Explanation

 

Background: This ordinance authorizes the Finance and Management Director to establish a purchase order with Ace Truck Body Inc., in the amount of $18,892.00 for the up-fit of a Ford 350 Dump Truck per the results of bid RFQ015779 for use by the Recreation and Parks Department. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code.  Four bids were received and opened for RFQ015779 on June 22, 2020 as follows:

 

Ace Truck Body Inc., (CC#: 31-0936828, exp. 2/27/22, MAJ)        $18,892.00

HYO, Inc., (CC#: 31-1201883, exp. 5/29/21, MAJ)        $21,014.00

*Rose K Erich, (CC#: 31-123389, exp. 5/29/21, MAJ)        $15,625.00

 

Rose K Erich’s bid was deemed non-responsive as it did not meet the specifications requested. The specifications requested up-fitting for an 11 foot truck bed. Rose K Erich provided a quote for a 9 foot truck bed.  The cab and chassis being up-fitted is designed for an 11 foot bed, a 9 foot bed would be too small for this configuration.

 

The Finance and Management Department recommends  a bid award be made to Ace Truck Body Inc., as the most responsive and responsible bidder.

 

Ace Truck Body Inc., -  Vendor #004484

 

Fiscal Impact: This ordinance authorizes an appropriation and expenditure of $18,892.00 from the Special Income Tax Fund with Ace Truck Body Inc., for the up-fit of a Ford 350 Dump Truck. Funding for this acquisition is budgeted within the Special Income Tax Fund for 2020 citywide vehicle acquisitions.  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.

 

 Title

 

To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a purchase order with Ace Truck Body Inc., for the up-fit of a Ford 350 Dump Truck for use by the Recreation and Parks Department; and to authorize the appropriation and expenditure of $18,892.00 from the Special Income Tax fund. ($18,892.00)

 

Body

 

WHEREAS, the City has a need for up-fitting services for a Ford 350 Dump Truck, and

 

WHEREAS, the Purchasing Office advertised a formal bid (RFQ015779) on June 23, 2020, and

 

WHEREAS, the Finance and Management Department recommends a bid award to Ace Truck Body Inc., as the overall lowest, responsive, and responsible bidder, and

 

WHEREAS, funding for this acquisition is budgeted and available within the Special Income Tax fund, and

 

WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Fleet Management Division, to authorize the Finance and Management Director to establish a purchase order with Ace Truck Body Inc., for the up-fit of a Ford 350 Dump Truck; 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 Ace Truck Body Inc., for the up-fit of a Ford 350 Dump Truck, as follows:

 

Request for Quotation RFQ015779 : Ace Truck Body Inc., $18,892.00

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, 2020, the sum of $18,892.00 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 1607-2020  Legislation Template.xls

 

SECTION 3. That the expenditure of $18,892.00, 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 1607-2020  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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.