Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of light duty trucks for various City Divisions. Supply chain issues have resulted in an increase in pricing and additional funding is required to fulfill orders placed in 2021. Additional funds are needed for purchase orders PO297522 and PO297550, placed by the Division of Fleet Management as well as PO297657 and PO292662, placed by the Departments of Recreation and Parks and Public Service respectively. The purchase orders for the vehicle purchases will be issued from a Universal Term Contract (UTC) that was been previously established by the City of Columbus Purchasing Office.
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 - ($93,816.00 estimated)
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.
These companies are 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.
Fiscal Impact: A total of $93,816.00 will be spent from the Special Income Tax Fund. $7.5 million was budgeted for the 2022 Citywide Vehicle Acquisitions.
Emergency action is requested. The market volatility has resulted in unexpected price increases and previously placed orders will not be fulfilled without additional funding.
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 appropriation and expenditure of $93,816.00 from the Special Income Tax Fund; and to declare an emergency. ($93,816.00)
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, 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, 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 vendor:
George Byers Sons Inc, PA004790 - Light Duty Trucks ($93,816.00)
SECTION 2. 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, 2022, the sum of $93,816.00 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 2218-2022 Legislation Template.xls
SECTION 3. That the expenditure of $93,816.00, 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 2218-2022 Legislation Template.xls
SECTION 4. 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 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 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.