Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of light duty trucks and associated up-fitting for various city divisions. The purchase orders for the vehicle purchases will be issued from a Universal Term Contract (UTC) that was previously established by the City of Columbus Purchasing Office. Purchase orders for vehicle up-fitting will be issued pursuant to bids for dump truck up-fitting that were processed in accordance with Columbus City Code Chapter 329.
This ordinance authorizes the Finance and Management Director to establish purchase orders with George Byers Sons Inc, (PA004790) for the acquisition of light duty trucks by the Fleet Management Division for subsequent distribution to various divisions within the City.
George Byers Sons Inc, vendor#006008, CC# 31-4139860 exp. 12/3/2022, PA004790 - ($932,126.00 estimated)
This ordinance also authorizes the Finance and Management Director to establish a purchase order with ACE Truck Body Inc in the amount of $19,195.00 for the purchase of one (1) dump truck up-fitting per the results of bid RFQ019594. The trailer will be utilized by the Division of Recreation and Parks in various parks maintenance projects. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. Two responses were received and opened for RFQ019594 on August 27, 2021 as follows:
ACE Truck Body Inc (CC#: 310936828, exp. 9/7/2023, MAJ) $19,195.00
HYO Inc, (CC#: 311201883, exp. 3/16/23, MAJ) $24,527.00
The Finance and Management Department therefore recommends the bid be awarded to ACE Truck Body Inc, as the lowest, most responsive and responsible bidder.
ACE Truck Body Inc. Vendor #004484, 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 2667-2021 Vehicle Distribution.xls)
These companies are not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: A total of $951,321.00 will be expended from the Special Income Tax Fund. $7.2 million was budgeted for 2021 Citywide Vehicle Acquisitions.
Emergency action is requested so that vehicle acquisitions can be processed as soon as possible. The market volatility of all the vehicle manufactures increases with the continued shortage of chips and other critical supply line parts to produce vehicles. Therefore, it would be beneficial to move forward with vehicle acquisitions as soon as possible to mitigate any potential delays.
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 various City Departments with Byers Ford; to authorize the Finance and Management Director to establish a purchase order with ACE Truck Body Inc for the purchase of one dump truck up-fitting; to authorize the appropriation and expenditure of $951,321.00 from the Special Income Tax Fund; and to declare an emergency. ($951,321.00)
Body
WHEREAS, several divisions within the City have 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 contract PA004790 - Light Duty Trucks, expires 6/30/23; and
WHEREAS, an informal bid (RFQ019594) for vehicle up-fitting was advertised on August 18, 2021, 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 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 & Management in that it is immediately necessary to authorize the Director to establish various purchase orders and contracts for the purchase of new vehicles for use by various City Departments to mitigate any potential delays, 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 with the following vendors:
George Byers Sons Inc, PA004790 - Light Duty Trucks ($932,126.00)
SECTION 2. 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 purchase of one (1) dump truck up-fitting, as follows;
Request for Quotation RFQ019594: ACE Truck Body Inc, $19,195.00.
SECTION 3. 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 $951,321.00 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 2667-2021 Legislation Template.xls
SECTION 4. That the expenditure of $951,321.00, 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 2667-2021 Legislation Template.xls
SECTION 5. 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 6. 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 7. 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 8. 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 9. 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.