Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for the purchase of automobiles and light duty trucks, as well as associated up-fitting for the Departments of Public Safety, Development, Finance, Public Service and Recreation and Parks. The purchase orders for the vehicle purchases will be issued from Universal Term Contracts (UTCs) that have been previously established by the City of Columbus Purchasing Office. Additionally, associated vehicle up-fitting may be purchased through State of Ohio cooperative contracts pending approval by the Purchasing Office. In addition, this ordinance also authorizes the purchase of other related up-fitting which will be procured via the competitive bid process per Columbus City Code Chapter 329.
In accordance with the aforementioned, this ordinance authorizes the Finance and Management Director to establish purchase orders from various UTCs, including but not limited to, George Byers Sons Inc, (PA004790 & PA004948) for the acquisition of automobiles and light duty trucks by the Fleet Management Division for subsequent distribution to various city departments, Law and Order Technology, LLC (PA005823) for the purchase of computers and accessories, Parr Public Safety Equipment Inc (PA005485 & PA005547) for the associated purchase of police vehicle up-fitting, and Ricart Properties (PA004555) for the purchase of used vehicles. These vehicles are to be purchased as replacements for older, high mileage, high maintenance and out of life cycle vehicles currently in service and are more fuel efficient and will relieve the city of maintenance expenses. The current environment for purchasing from Original Equipment Manufacturers (OEM) is unstable and characterized by extremely short order windows. As such, this volatility is requiring a high level of agility in procurement efforts.
George Byers Sons Inc, vendor#006008, PA004790 & PA004948 - Light Duty Trucks & Police Vehicles - expires 6/30/23
Law and Order Technology, LLC, vendor#040906, PA005823 - Computers & Access. - expires 4/30/2024
Parr Public Safety Equipment Inc, vendor#001060, PA005485 and PA005547 - Safety Upfit Service & Emergency Lights UTC - expire 12/30/24 & 11/30/2023 respectively
Ricart Properties, vendor#004963, PA004555 - Pre-Owned Vehicles - expires 3/30/2023
This ordinance also authorizes the Finance and Management Director to establish purchase orders from Ohio Department of Administrative Services (DAS) contracts, after approval of the Purchasing Office, for related up-fitting. Ordinance #582-87 authorizes City agencies to participate in DAS cooperative contracts.
This ordinance also authorizes the Finance and Management Director to establish purchase orders for additional up-fitting needs in accordance with the competitive bidding provisions of Columbus City Code Chapter 329 for upfitting services not otherwise covered via the Parr Public Safety UTC or Ohio Department of Administrative Services contracts.
These companies are not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract as per the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: This ordinance seeks authority to expend $3,000,000.00 from the General Fund and $4,247,484.00 from the Special Income Tax Fund (for a combined total of $7,247,484.00) for the acquisition of vehicles and related up-fitting parts/services on behalf of City departments. $7.5 million was budgeted collectively in the General Fund and the Special Income Tax Fund for the 2022 Citywide Vehicle Acquisitions. This ordinance is contingent on passage of Ordinance 2318-2022.
Emergency action is requested due to the instability of the automobile supply chain. The market volatility of all the OEMs continues with the ongoing shortage of chips and other critical supply line parts to produce vehicles. This limited availability is causing vehicle order windows to open and close, at random, with little to no notice. Therefore, emergency legislation is being requested so that orders can be placed as soon as possible.
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 the Department of Public Safety, Development, Finance, Public Service and Recreation and Parks with Byers Ford, Parr Public Safety and Ricart Properties; to authorize the Finance and Management Director to establish purchase orders from DAS cooperative contracts for the purchase of related vehicle up-fitting; to authorize the Finance and Management Director to establish purchase orders for additional vehicle up-fitting needs which will be purchased in accordance with the competitive bidding provisions of Columbus City Code Chapter 329; to authorize the expenditure of $3,000,000.00 from the General Fund; to authorized the appropriation and expenditure of $4,247,484.00 from the Special Income Tax Fund; and to declare an emergency. ($7,247,484.00)
Body
WHEREAS, City Departments 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 is necessary as part of the City's ongoing investment in vehicle assets; and
WHEREAS, George Byers Sons Inc successfully bid and was awarded contracts PA004790 - Light Duty Trucks, expires 6/30/23 and PA004948- Police Vehicles, expires 6/30/23, Law and Order Technology, LLC, PA005823 - Computers & Access. - expires 4/30/2024,
Parr Public Safety Equipment successfully bid and was awarded contract PA005468 - Safety Vehicle Upfit, expires 12/31/24 and PA005547- Emergency Lights UTC, expires 11/30/2023, and Ricart Properties successfully bid and was awarded contract PA004555 - Pre-Owned Vehicle, expires 3/30/2023; and
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in State of Ohio Cooperative Contracts; and
WHEREAS, the State of Ohio Cooperative contracts are available for the City's use for the purchase of associated vehicle up-fitting; and
WHEREAS, formal bids for any additional vehicle up-fitting will be conducted by the Purchasing Office in accordance with the competitive bidding provisions of Columbus City Code Chapter 329, and
WHEREAS, funding for these vehicles is budgeted and available within the General Fund, and 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 and associated up-fitting for use by 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 several City Departments with the following vendors:
George Byers Sons Inc, PA004790 - Light Duty Trucks & PA004948 - Police Vehicles
Law and Order Technology, LLC, PA005823 - Computers & Access.
Parr Public Safety Equipment Inc, PA005468 Safety Vehicle Upfit - & PA005547 - Emergency Lights
Ricart Properties, Inc, PA004555 - Pre-Owned Vehicles
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders pursuant to the terms and conditions of State of Ohio Cooperative Contracts pending approval by the Purchasing Office.
SECTION 3. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders from bids conducted in accordance with City of Columbus Code Chapter 329 for any additional associated up-fitting.
SECTION 4. That the expenditure of $3,000,000.00, or so much thereof as may be necessary for the purchase of replacement vehicles, be and is hereby authorized from the General Fund, per the accounting codes in the attachment to this ordinance:
See Attached File: Ord 2290-2022 Legislation Template.xls
SECTION 5. 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 $4,247,484.00 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 2290-2022 Legislation Template.xls
SECTION 6. That the expenditure of $4,247,484.00, 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 2290-2022 Legislation Template.xls
SECTION 7. 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 8. Funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this ordinance, and the City Auditor shall establish such accounting codes as necessary.
SECTION 9. 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 10. 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 11. 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.