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, Inc. (PA004555) for the purchase of used vehicles or any purchase agreement or vendor that may replace these service contracts. 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 6/30/24
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 & 11/30/2024 respectively
Ricart Properties, Inc., vendor#004963, PA004555 - Pre-Owned Vehicles - expires 3/30/2024
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 up-fitting services not otherwise covered via the Parr Public Safety UTC or Ohio Department of Administrative Services contracts.
This ordinance also authorizes the Finance and Management Director to establish purchase orders for price increases of previously ordered vehicles. These include but are not limited to vehicle model year change, increase in materials cost, freight charges for delivery, fuel upcharges or any other increased cost associated with the procurement of the previously ordered vehicle.
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 appropriate and expend $9,750,000.00 from the General Fund, Income Tax Set Aside sub-fund for the acquisition of vehicles and related up-fitting parts/services on behalf of City departments. $9,750,000.00 was budgeted in the Income Tax Set Aside sub-fund for the 2024 Citywide Vehicle Acquisitions.
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 various city agencies and departments; to authorize the Finance and Management Director to establish purchase orders from State of Ohio Cooperative Contracts for related vehicle up-fitting; to authorize the Finance and Management Director to establish purchase orders for additional vehicle acquisition or vehicle up-fitting needs in accordance with the competitive bidding provisions of Columbus City Code; to authorize the appropriation of $9,750,000.00 from the General Fund; to authorize the expenditure of $9,750,000.00 from the General Fund; and to declare an emergency. ($9,750,000.00)
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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, the following vendors successfully bid and were awarded the following contracts:
George Byers Sons Inc, vendor#006008, PA004790 & PA004948 - Light Duty Trucks & Police Vehicles - expires 6/30/24
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 & 11/30/2024 respectively
Ricart Properties, vendor#004963, PA004555 - Pre-Owned Vehicles - expires 3/30/2024; 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, Income Tax Set Aside sub-fund; and
WHEREAS, mobility to complete vehicle purchases is necessary as the process is marked by extremely short order windows and has been suffering increased delays and lack of supply, leading to price increases and model year changes, 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 so that orders can be placed as soon as possible, 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 including but not limited to 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 Director of the Department of Finance and Management, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders for price increases related to supply chain delays, inventory unavailability, transportation of ordered vehicles and model year changes.
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, 2024, the sum of $9,750,000.00 is appropriated in the General Fund-Income Tax Set Aside sub-fund, 1000-100099 in Object Class 06, per the account codes in the attachment to this ordinance:
SECTION 6. 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 7. That the expenditure of $9,750.000.00, 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 general fund, 1000, Income Tax Set Aside sub fund, 100099 in Object Class 06 per the accounting codes in the attachment to the ordinance.
SECTION 8. 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 9. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract or contract modification associated with this ordinance.
SECTION 10. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared 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.