Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of automobiles and light duty trucks for the Columbus Division of Police, as well as associated vehicle cameras, computers, and upfitting. The purchase orders for the vehicle purchases will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office. The vehicle cameras and computers will be purchased through a State of Ohio cooperative contract. In addition, this ordinance also authorizes the purchase of a cargo trailer for the Division of Police, which was procured via a competitive in accordance with Columbus City Code Chapter 329.
In accordance with the aforementioned, this ordinance authorizes the Finance and Management Director to establish purchase orders with George Byers Sons Inc, (PA004790 & PA004948) for the acquisition of automobiles and light duty trucks by the Fleet Management Division for subsequent distribution to the Division of Police, and with Parr Public Safety Equipment Inc (PA005468) for the associated purchase of police vehicle upfitting.
George Byers Sons Inc, vendor#006008, CC# 31-4139860 exp. 12/3/2022, PA004790 & PA004948, expires 6/30/23 - ($3,381,075.00 estimated)
Parr Public Safety Equipment Inc, vendor#001060, CC# 201619573 exp. 8/25/2023, PA005468, expires 12/31/24 - ($1,371,045.75 estimated)
This ordinance also authorizes the Finance and Management Director to establish purchase orders with ARC Acquisition US Inc for the purchase of Panasonic tablets and necessary hardware/accessories to be installed on police vehicles, and Motorola Solutions for the purchase of vehicle cameras and associated hardware. Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts. Using the DAS contract is advantageous for the City because it would not be cost effective to use resources to do a competitive process. Any savings to the City through its own bid would not be substantial.
The Arc Acquisition, Inc. (vendor #025070) contract 534604-5 expires 9/26/24. (296,437.50)
Motorola Solutions (vendor #007169) contract 573077-0-1 expires 6/30/23. ($392,125.50)
This ordinance also authorizes the Finance and Management Director to establish a purchase order with Rocks Trailer Sales in the amount of $37,889.00 for the purchase of one (1) cargo trailer per the results of bid RFQ019741. The trailer will be utilized by the Division of Police to transport bicycles. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. Two responses were received and opened for RFQ019741 on September 15, 2021 as follows:
Rocks Trailer Sales (CC#: CC004623, exp. 9/28/23, MAJ) $37,889.00
JC Enterprises, (CC#: CC008983, exp. 3/2/22, MAJ) $46,972.00
The Finance and Management Department therefore recommends the bid be awarded to Rocks Trailer Sales, as the lowest, most responsive and responsible bidder.
Rocks Trailer Sales. Vendor #004623, Certification EBO_CC, non MBE/FBE
These vehicles are to be purchased as replacements for older, high mileage, and high maintenance vehicles currently in service. These vehicles are fuel efficient and will relieve the city of maintenance expenses and general upkeep costs. Investing in these units will reduce overall maintenance costs and petroleum fuel consumption.
The projected quantities to be purchased by vehicle and quantity are contained in the summary attached to this ordinance. (See Ord 2551-2021 Vehicle Distribution.xls)
These companies are not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract as per the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: A total of $5,000,000.00 will be spent from the General Permanent Improvement Fund and $478,572.25 will be spend from the Special Income Tax Fund. $7.2 million was budgeted for the 2021 Citywide Vehicle Acquisitions.
Emergency action is requested. The market volatility of all the automobile manufactures increases with the continued shortage of chips and other critical supply line parts to produce vehicles. In addition, General Motors (GM) recently announced that all government truck orders for GM have been halted for model year 2022 because of supply line shortages. The Fleet Management Division is concerned that Ford may soon follow by halting additional orders into late 2022, which would leave the City of Columbus without options to replace over life-cycle vehicles. Therefore, emergency legislation is being requested so that Ford related orders can be placed as soon as possible.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders from previously established Universal Term Contracts (UTCs) for the purchase of vehicles for use by the Division of Police with Byers Ford and Parr Public Safety; to authorize the Finance and Management Director to establish purchase orders with ARC Acquisition and Motorola Solutions for the purchase of tablets and cameras and the necessary hardware/accessories to be installed on Division of Police vehicles, in accordance with the terms and conditions of State of Ohio Cooperative Contracts; to authorize the Finance and Management Director to establish a purchase order with Rocks Trailer Sales for the purchase of a cargo trailer for use by the Division of Police; to authorize the appropriation and expenditure of $5,000,000.00 from the General Permanent Improvement Fund and $478,572.25 from the Special Income Tax Fund; to amend the 2020 Capital Improvement Budget; to authorize the transfer of funds between projects within the General Permanent Improvement Fund; and to declare an emergency. ($5,478,572.25)
Body
WHEREAS, the Division of Police has a need to replace older high mileage and high maintenance vehicles; and
WHEREAS, the replacement of these vehicles will reduce maintenance, service, and fuel-related costs associated with ongoing ownership of older vehicles; and
WHEREAS, George Byers Sons Inc successfully bid and was awarded contracts PA004790 - Light Duty Trucks, expires 6/30/23 and PA004948- Police Vehicles, expires 6/30/23, Parr Public Safety Equipment successfully bid and was awarded contract PA005468 - Safety Vehicle Upfit, expires 12/31/24
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contracts; and
WHEREAS, the State of Ohio Cooperative contracts with ARC Acquisition US, Contract #534604-5 and Motorola Solutions, Contract #573077-0-1, are available for the City's use for the purchase of police vehicle cameras, tablets, and necessary hardware/accessories, expire 9/26/2024 and 6/30/2023 respectively; and
WHEREAS, a formal bid for a cargo trailer (RFQ019741) was advertised on September 8, 2021, and
WHEREAS, the Finance and Management Department recommends a bid award to Rocks Trailer Sales as the overall lowest, responsive, and responsible bidder, and
WHEREAS, funding for these vehicles is budgeted and available within the General Permanent Improvement Fund, and the Special Income Tax fund; and
WHEREAS, an amendment to the 2020 Capital Improvement Budget is necessary to provide sufficient authority for these purchases; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance & Management in that it is immediately necessary to authorize the Director to establish various purchase orders and contracts for the purchase of new vehicles and associated upfitting for use by the Division of Police, 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 the Division of Police with the following vendors:
George Byers Sons Inc, PA004790 - Light Duty Trucks & PA004948 - Police Vehicles ($3,381,075.00)
Parr Public Safety Equipment Inc, PA005468 ($1,371,045.75)
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders pursuant to the terms and conditions of State of Ohio Cooperative Contracts, as follows:
State Contract No. 534604-5
ARC Acquisitions US
CC# CC025070
Purchase Panasonic Tablets and necessary hardware/accessories
($296,437.50)
State Contract No. 573077-0-1
Motorola Solutions Inc
CC# 361115800
Purchase vehicle cameras and associated hardware
($392,125.00)
SECTION 3. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order with Rocks Trailer Sales for the purchase of one (1) cargo trailer, as follows:
Request for Quotation RFQ019741: Rocks Trailer Sales, $37,889.00.
SECTION 4. That the City Auditor is hereby authorized to transfer and appropriate $5,000,000.00, or so much thereof as may be needed, within the General Permanent Improvement Fund per the account codes in the attachment to this ordinance.
SECTION 5. That the 2020 Capital Improvement Budget is hereby amended as follows:
Project No. | Project Name | Revised Authority | Remaining Authority | Change
P748999-100000 / Unallocated Balance Fd. 7748 / $6,189,590 / ($1,189,590) / $5,000,000
P748462-100000 | Vehicle Acquisition | $0 | $5,000,000 | $5,000,000
SECTION 6. That the expenditure of $5,000,000.00, or so much thereof as may be necessary for the purchase of replacement police vehicles, be and is hereby authorized from the General Permanent Improvement Fund and the Special Income Tax Fund, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2551-2021 Legislation Template.xls
SECTION 7. 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, 2021, the sum of $478,572.25 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 2551-2021 Legislation Template.xls
SECTION 8. That the expenditure of $478,572.25, or so much thereof as may be necessary, in regard to the actions authorized in Sections 1, 2, and 3 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 2551-2021 Legislation Template.xls
SECTION 9. 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 10. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance, and the City Auditor shall establish such accounting codes as necessary.
SECTION 11. 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 12. 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 13. 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.