Explanation
Background: This ordinance authorizes the Department of Finance and Management, Fleet Management Division, to modify its existing contract with Ace Truck Body, Inc., to increase the contract amount. The original contract was awarded per the results of bid solicitation RFQ019251.
The original contract was entered into on October 18, 2021. The contract was established for $74,495.00 and Ace Truck Body was the only respondent. Since the initial quote was issued the manufacturer of the service truck has experienced a price increase due to the increasing cost of steel and auto parts, and can only hold pricing for orders received prior to that increase, thereby an additional $8,000.00 is being requested
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract to the Auditor of State unresolved findings for recovery certified search.
Ace Truck Body Inc., (CC#: 310936828, exp. 9/7/23, MAJ) $8,000.00
Fiscal Impact: This ordinance authorizes an appropriation and expenditure of $8,000.00 from the Fleet Management Capital Fund with Ace Truck Body, Inc. for the purchase of one (1) tire service truck upfitting. The ordinance also authorizes the transfer of funds between projects within the Fleet Management Capital Fund and an amendment to the CIB. For 2021, the Fleet Management Division budgeted $800,000 for capital funded projects. In 2020 $101,223 was expended for capital funded projects.
Emergency action is requested. Market volatility and supply chain issues have created unpredictable price increases in the automobile industry. In order to avoid any potential additional increases, emergency action is respectfully requested.
Title
To authorize the Finance and Management Director to modify a contract on behalf of the Fleet Management Division with Ace Truck Body Inc. for the purchase of one (1) tire service truck upfitting; to amend the 2021 Capital Improvement Budget; and to authorize the transfer within and the expenditure of $8,000.00 from the Fleet Management Capital Fund; and to declare an emergency. ($8,000.00)
Body
WHEREAS, a need exists to modify the contract for the purchase of one (1) tire service truck upfitting for use by the Division of Fleet Management located on Groves Road, and
WHEREAS, Ace Truck Body Inc. successfully bid and was awarded a contract per the results of RFQ019251 and authorized by Ordinance 2379-2021; and
WHEREAS, funding for this upfitting service is budgeted and available within the Fleet Management Capital Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2021 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditure; 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 modify its existing contract with Ace Truck Body, Inc., for the purchase of one tire service truck upfitting to avoid additional price increases, 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 a purchase order for the acquisition of one (1) tire service truck upfitting with the following vendor:
Ace Truck Body Inc., (CC#: 310936828, exp. 9/7/23, MAJ) $8,000.00
SECTION 2. That the transfer of $8,000.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 5205 - Fleet Management Capital Fund, per the account codes in the attachment to this ordinance.
See Attached File: Ord 2791-2021 Legislation Template.xls
SECTION 3. That the 2021 Capital Improvements Budget is hereby amended, in Fund 5205 - Fleet Management Capital Fund, as follows:
Project ID | Project Name | Current Authority | Revised Authority | Change
P550004-100000 (carryover) |Fleet Automatic Vehicle Locator | $14,591 | $6,591 | -$8,000
P550003-100000 (carryover) | Fleet Equipment Replacement | $0 | $8,000 | +$8,000
SECTION 4. That the expenditure of $8,000.00 or so much thereof as may be necessary, in regard to the actions authorized in Section 1 are hereby authorized and approved from the Fleet Management Capital Fund 5205, in Object Class 06 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 2791-2021 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.