Explanation
Background: This ordinance authorizes the City Auditor to set up a certificate in the amount of $65,000.00 for the purchase of equipment for the Recreation and Parks Department. These purchases will be made through the City of Columbus Purchasing Office. All bids will be obtained and contracts awarded in compliance with the relevant provisions of the Columbus City Code, Chapter 329. This ordinance will set up all of the funding required to enter into contracts with the vendors on an as-needed basis. Competitive bids will be solicited and opened by the Purchasing Office, obtained through any current universal term contract, or state term contract as authorized by ordinance number 582-87. The new equipment is an expansion approved by the Division of Fleet Management and will be utilized to bring mobile recreational activities to neighborhoods throughout Columbus. The cargo van will be upfitted to transport recreational equipment to special events and underserved communities. It will also be wrapped to display high visibility and departmental graphics. The vehicle, currently being referred to as the “Funmobile”, will be operated by the Youth and Family Services Section of the Recreation and Parks Department.
The list below outlines the equipment expected to be purchased as soon as possible as a result of this ordinance:
One (1) Transit HR Cargo Van (2022 Model) - Estimated expenditure: $40,000.00
-Upfit of the Cargo Van - Estimated expenditure: $15,000.00
-Wrapping/Graphics of the Cargo Van - Estimated expenditure: $10,000.00
Estimated Total: $65,000.00
Emergency Justification: Emergency action is being requested in order to have this equipment delivered and available for the upcoming summer 2021 season. This ordinance is establishing the funding required for the equipment being purchased. Equipment will be ordered immediately upon the approval of this ordinance and resulting purchase orders.
Benefits to the Public: The equipment will allow for expanded recreational opportunities for underserved neighborhoods.
Community Input Issues: The community has expressed a desire for expanded cultural enrichment and recreational programming available to residents through workshops, surveys, and direct contact with staff.
Area(s) Affected: Citywide (99)
Master Plan Relation: This agreement supports the department’s Master Plan by enhancing the quality of life of our citizens through cultural and recreational experiences.
Fiscal Impact: $65,000.00 is budgeted and available from within the Recreation and Parks Permanent Improvement Fund 7747 to meet the financial obligations of these expenditures.
Title
To authorize and direct the City Auditor to set up a certificate in the amount of $65,000.00 for the purchase of equipment for the Recreation and Parks Department; to authorize the Director of Finance and Management to enter into various contracts for the purchase of equipment on behalf of the Recreation and Parks Department; to authorize the appropriation of $65,000.00 within the Recreation and Parks Permanent Improvement Fund, to authorize the transfer of $65,000.00 within the Recreation and Parks Permanent Improvement Fund, to authorize the amendment of the 2020 Capital Improvements Budget; to authorize the expenditure of $65,000.00 from the Recreation and Parks Permanent Improvement Fund; and to declare an emergency. ($65,000.00)
Body
WHEREAS, it is necessary that the City Auditor set up a certificate in the amount of $65,000.00 for the purchase of equipment for the Recreation and Parks Department; and
WHEREAS, it is necessary that the Director of Finance and Management enter into various contracts for the purchase of equipment on behalf of the Recreation and Parks Department; and
WHEREAS, funding is budgeted and available from within the Recreation and Parks Permanent Improvement Fund 7747 to meet the financial obligations of these various expenditures; and
WHEREAS, the Purchasing Office will solicit competitive bids to acquire various equipment for the Recreation and Parks Department in accordance with the relevant provisions of the Columbus City Code, Chapter 329 or use State Term Contracts authorized per Ordinance No. 582-87; and
WHEREAS, brass tags for equipment to be replaced will be submitted to the Division of Fleet Management, and all specifications for equipment to be purchased and brass tagged will be approved by the Division of Fleet Management prior to acquisition;
WHEREAS, it is necessary to authorize the appropriation and transfer of $65,000.00 within the Recreation and Parks Permanent Improvement Fund 7747; and
WHEREAS, it is necessary to authorize the amendment of the 2020 Capital Improvements Budget Ordinance 2521-2020 in order to provide sufficient budget authority for this and future projects; and
WHEREAS, it is necessary to authorize the expenditure of $65,000.00 from the Recreation and Parks Permanent Improvement Fund 7747; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director of Finance and Management to enter into contracts and purchase the equipment so it can be delivered and available for the upcoming summer 2021 season, all for the preservation of public health, peace, property, safety, and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor is hereby authorized to set up a certificate in the amount of $65,000.00 for the purchase of equipment for the Recreation and Parks Department.
SECTION 2. That the Director of Finance and Management is hereby authorized to enter into contracts for the purchase of equipment on behalf of the Recreation and Parks Department in accordance with the relevant provisions of the Columbus City Code Chapter 329 or using State Term Contracts authorized per ordinance number 582-87.
SECTION 3. That the brass tags for equipment to be replaced will be submitted to the Division of Fleet Management, and all specifications for equipment to be purchased and brass tagged will be approved by the Division of Fleet Management prior to acquisition.
SECTION 4. 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 5. 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 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. That the appropriation of $65,000.00 is authorized within the Recreation and Parks Permanent Improvement Fund 7747 per the accounting codes in the attachment to this ordinance.
SECTION 8. That the transfer of $65,000.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Permanent Improvement Fund 7747 per the account codes in the attachment to this ordinance.
SECTION 9. That the 2020 Capital Improvements Budget Ordinance 2521-2020 is hereby amended as follows in order to provide sufficient budget authority for this ordinance and future projects.
Fund / Project / Project Name / Current / Change / Amended
Fund 7747; P747999-100000; Unallocated Balance (Carryover) / $42,988 / $198,639 / $241,627 (to match cash)
Fund 7747; P747999-100000; Unallocated Balance (Carryover) / $241,627 / ($65,000) / $176,627
Fund 7747; P510040-100000; Recreation and Parks Equipment (Carryover) / $0 / $65,000 / $65,000
SECTION 10. That the expenditure of $65,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Permanent Improvement Fund 7747 in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 11. That this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for the expenditure purposes authorized herein and hereby delegates sole and final contracting decisions relative to the determination of lowest, best, most responsive and most responsible vendor(s) to the Director of Finance and Management and the Director of Recreation and Parks.
SECTION 12. That for the 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 10 days after passage if the Mayor neither approves nor vetoes the same.