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File #: 1331-2022    Version: 1
Type: Ordinance Status: Passed
File created: 5/4/2022 In control: Recreation & Parks Committee
On agenda: 6/13/2022 Final action: 6/16/2022
Title: To authorize and direct the City Auditor to set up a certificate in the amount of $1,322,156.00 for the purchase of equipment for the Recreation and Parks Department; to authorize and direct the Director of Finance and Management enter into various contracts for the purchase of equipment on behalf of the Recreation and Parks Department; to authorize the transfer of $1,072,156.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2021 Capital Improvements Budget; to authorize the expenditure of $1,322,156.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($1,322,156.00)
Attachments: 1. Copy of Legislation - Recreation and Parks CIP Equipment 2021-2022 - FINAL - ATTACHMENT

Explanation

 

Background: This ordinance authorizes the City Auditor to set up a certificate in the amount of $1,322,156.00 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 will replace aging equipment used by the Forestry, Golf, Parks, and Sports Sections 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:

 

Forestry:

Log Truck with Grapple Saw (1 each) - Estimated expenditure $330,000

Small Equipment Trailers (2 each) - Estimated expenditure $12,000

Forestry Estimated Total: $342,000.00

 

Golf:

Large Mower (1each) - Estimated expenditure: $95,000

Utility Vehicle (1 each) - Estimated expenditure: $35,000

Tractor with backhoe (1 each) - Exact expenditure: $46,572 (AG-Pro Ohio LLC)

Sprayer Vehicle (1 each) - Estimated expenditure: $70,000

Golf Estimated Total: $246,572.00

 

Parks:

Large Mower (1 each) - Estimated expenditure: $95,000

Tractor Mower (1each) - Estimated expenditure: $50,000

F-450 Dump Trucks with up-fitting (3 each) - Estimated expenditure: $225,000

Utility Vehicles (2 each) - Estimated expenditure: $30,000

Knuckle Boom Lift (1 each) - Estimated expenditure: $30,000

Giant Leaf Vacuum (1 each) - Estimated expenditure: $10,000

Small Trailer (1 each) - Estimated expenditure: $5,000

Boat Trailers (2 each) - Estimated expenditure: $20,000

Zero-Turn Riding Mower (1 each) - Estimated expenditure: $15,000.00

Parks Estimated Total: $480,000.00

 

Sports:

Zero-Turn Riding Mower (3 each) - Estimated expenditure: $45,000.00

Field Painter Vehicle (1 each) - Estimated expenditure: $24,000.00

Zero-Turn Infield Vehicle (1 each) - Exact expenditure: $34,584.00 (Baker Vehicle Systems)

Tractor Mower (1 each) - Estimated expenditure: $75,000

Storage Containers (5 each) - Estimated expenditure: $75,000

Sports Estimated Total: $253,584.00

 

Vendor Bid/Proposal Submissions (ODI designation status):

 

Bids were advertised through Vendor Services, in accordance with City Code 329, via RFQ021521 for the purchase of one zero-turn infield vehicle and received by the Department of Finance and Management, Purchasing Office. One (1) bid was received from Baker Vehicle Systems (MAJ). 

 

Bids were advertised through Vendor Services, in accordance with City Code 329, via RFQ021297 for the purchase of one tractor with backhoe and received by the Department of Finance and Management, Purchasing Office. One (1) bid was received from AG-Pro Ohio LLC (MAJ).

 

Principal Parties:

Baker Vehicle Systems

9035 Freeway Drive, Macedonia, OH 44056

Rick Baker, (330) 467-2250

Contract Compliance Number, Tax ID: 006435, 34-0690924

Contract Compliance Expiration Date: April 14, 2024

 

AG-Pro Ohio LLC

5740 Zarley Street, New Albany, OH 43504

Rick Dejong, (614) 475-0707

Contract Compliance Number, Tax ID: 028089, 83-2574758

Contract Compliance Expiration Date: January 31, 2024

 

Emergency Justification: Emergency action is being requested in order to have as much of this equipment as possible delivered and available for 2022 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: Trees, parkland, sports fields, and golf courses maintained by the city enhance the quality of life of our citizens. The equipment will allow for the continued maintenance and upkeep of these amenities.

 

Community Input Issues: The community has expressed a desire for accessible and well-maintained parkland, facilities, golf courses, and sports fields.

 

Area(s) Affected: Citywide (99)

 

Master Plan Relation: This certificate and resulting purchases support the Department’s Master Plan by helping to ensure that trees, facilities, golf courses, sports fields, and parks remain accessible, safe, updated, user friendly, and well maintained.

 

Fiscal Impact: $1,322,156.00 is budgeted and available from within the Voted Recreation and Parks Bond Funds 7702 and 7712 to meet the financial obligations of these various expenditures.

 

Title

 

To authorize and direct the City Auditor to set up a certificate in the amount of $1,322,156.00 for the purchase of equipment for the Recreation and Parks Department; to authorize and direct the Director of Finance and Management enter into various contracts for the purchase of equipment on behalf of the Recreation and Parks Department; to authorize the transfer of $1,072,156.00 within the Recreation and Parks Voted Bond Fund, to authorize the amendment of the 2021 Capital Improvements Budget; to authorize the expenditure of $1,322,156.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($1,322,156.00)

 

Body

 

WHEREAS, it is necessary that the City Auditor set up a certificate in the amount of $1,322,156.00 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 Voted Recreation and Parks Bond Funds 7702 and 7712 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 transfer of $1,072,156.00 within the Recreation and Parks Voted Bond Funds 7702 and 7712; and

 

WHEREAS, it is necessary to authorize the amendment of the 2021 Capital Improvements Budget Ordinance 2707-2021 in order to provide sufficient budget authority for this and future projects; and

 

WHEREAS, it is necessary to authorize the expenditure of $1,322,156.00 from the Recreation and Parks Voted Bond Funds 7702 and 7712; 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 purchase of this equipment in order to have as much of this equipment as possible delivered and available for 2022 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 $1,322,156.00 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 transfer of $1,072,156.00 or so much thereof as may be needed, is hereby authorized between projects within the Recreation and Parks Bond Funds 7702 and 7712 per the account codes in the attachment to this ordinance.

 

SECTION 8. That the 2021 Capital Improvements Budget Ordinance 2707-2021 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 7702; P511000-100000; Renovation - Misc. (Voted Carryover) / $60,337 / ($60,337) / $0

Fund 7702; P511000-100000; Renovation - Misc. (SIT Supported) / $2,788,907 / ($511,663) / $2,277,244

Fund 7702; P514003-100000; Program Projects (Small) - Sports Misc. (SIT Supported) / $548,856 / ($78,960) / $469,896

Fund 7712; P514002-100000; Program Projects (Small) - Golf Misc. (SIT Supported) / $685,000 / ($246,572) / $438,428

Fund 7712; P514003-100000; Program Projects (Small) - Sports Misc. (Voted Carryover) / $174,625 / ($174,625) / $0

 

Fund 7702; P511011-100000; Maintenance Equipment - Parks (Voted Carryover) / $0 / $60,337 / $60,337

Fund 7702; P511011-100000; Maintenance Equipment - Parks (SIT Supported) / $250,000 / $169,663 / $419,663

Fund 7702; P511017-100000; Forestry Equipment (SIT Supported) / $0 / $342,000 / $342,000

Fund 7702; P514006-100000; Sports Equipment (SIT Supported) / $0 / $78,960 / $78,960

Fund 7712; P514005-100000; Golf Equipment (SIT Supported) / $0 / $246,572 / $246,572

Fund 7712; P514006-100000; Sports Equipment (Voted Carryover) / $0 / $174,625 / $174,625

 

SECTION 9. That the expenditure of $1,322,156.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation and Parks Bond Funds 7702 and 7712 in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.

 

SECTION 10.  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 11.  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 (10) days after passage if the Mayor neither approves nor vetoes the same.