Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Finance and Management to enter into contract with Ag-Pro Ohio LLC for the purchase of two tractors and two batwing mowers and to issue purchase orders as necessary for the purchase of the equipment on behalf of the Department of Public Service, Division of Infrastructure Management. The Division of Infrastructure Management will use the equipment for various types of mowing throughout the City of Columbus. The City of Columbus, Fleet Management Division, approved the two tractors and batwing mowers. The new equipment will replace equipment that has reached the end of its useful life.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (Solicitation RFQ021402) through Vendor Services. The City received two bids for the tractors on April 28, 2022, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Ag-Pro Ohio LLC $273,655.22 New Albany, OH Majority
Southeastern Equipment Co. Inc. $329,600.00 Dublin, OH Majority
The award is to be made to Ag-Pro Ohio LLC as the lowest responsive and responsible and best bidder for the tractors ($224,794.74) and mowers ($48,860.48) for an overall cost of $273,655.22.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Ag-Pro Ohio LLC.
2. CONTRACT COMPLIANCE:
The contract compliance number for Ag-Pro Ohio LLC is CC028089 and expires 01/31/2024.
3. FISCAL IMPACT:
This is a budgeted expense within the Municipal Motor Vehicle Tax Fund, Fund 2266. Funds are appropriated.
4. EMERGENCY DESIGNATION:
The department requests emergency designation for this legislation so this replacement equipment can be put into service as quickly as possible to replace equipment that is beyond its useful life or that has already been retired.
Title
To authorize the Director of Finance and Management to enter into contracts and establish purchase orders with Ag-Pro Ohio LLC for the purchase of two tractors and two batwing mowers for the Department of Public Service; to authorize the expenditure of up to $273,655.22 from the Municipal Motor Vehicle Tax Fund for the purchase; and to declare an emergency. ($273,655.22)
Body
WHEREAS, the Department of Public Service, Divison of Infrastructure Management, needs to purchase two tractors with two batwing mowers to be used for mowing throughout the City of Columbus; and
WHEREAS, this purchase has been approved by the Fleet Management Division; and
WHEREAS, the Purchasing Office received formal bids on April 28, 2022, for two tractors with two batwing mowers for the Division of Infrastructure Management; and
WHEREAS, Ag-Pro Ohio LLC submitted a bid in the amount of $273,655.22 for the tractors and mowers and is the lowest responsive and responsible and best bidder; and
WHEREAS, it has become necessary to have the Director of Finance and Management enter into contract and issue purchase orders with Ag-Pro Ohio LLC in accordance with the terms, conditions, and specifications of Solicitation Number RFQ021402, on file in the Purchasing Office; and
WHEREAS, it is necessary to expend funds to pay for the equipment; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Infrastructure Management, in that it is immediately necessary to authorize the Finance and Management Director to enter into contract with Ag-Pro Ohio LLC, so this replacement equipment can be put into service as quickly as possible to replace equipment that is beyond its useful life or that has already been retired, 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 Director of Finance and Management be and is hereby authorized to establish contracts and purchase orders with Ag-Pro Ohio LLC for the purchase of two tractors and two batwing mowers for the Department of Public Service.
SECTION 2. That the expenditure of $273,655.22, or so much thereof as may be needed, is hereby authorized in Fund 2266 (Municipal Motor Vehicle Tax Fund), Dept-Div 5911 (Infrastructure Management) in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. 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 ten days after passage if the Mayor neither approves nor vetoes the same.