Explanation
BACKGROUND: The Divisions of Fire, Support Services, Facilities Management, and Recreation & Parks desire to replace twelve vehicles that have high mileage and high maintenance costs; four (4) autos for the Fire Division, one (1) one ton cargo van for Recreation & Parks, two (2) ¾ ton cargo vans for Public Safety Support Services, and two (2) ¾ ton cargo vans, one (1) passenger van and two (2) ¾ ton pickup trucks for Facilities Management Division. This legislation authorizes the Finance & Management Director to issue purchase orders for the purchase these vehicles. All twelve older vehicles will disposed of upon delivery the new vehicles.
BID INFORMATION: All vehicles will be purchased in accordance Universal Term Contracts (UTC's) as established by the Purchasing office via Solicitation SA002116CGW, Contract # FL003265 for the Chevrolet Malibu mid size sedans from Byers Chevrolet LLC. SA001717CGW, Contract # FL003302 for the Chevrolet 1 ton Cargo Van from White Family of Dealerships. SA001717CGW, Contract # FL003302 for the ¾ ton Cargo Vans from White Family of Dealerships. SA002117CGW, Contract # FL003297 for the full size Chevrolet passenger van from Byers Chevrolet - Commercial Trucks. SA002117CGW, Contract# FL003298 for the ¾ ton Ford pick ups from 32 Ford Mercury, Inc. Although cutoff dates may be as early as April 2007, the above vehicle contracts all expire 8/31/2007.
CONTRACT COMPLIANCE: Contract Compliance for Byers Chevrolet is 314139860, majority. White Family of Dealerships is 314446316, majority. 32 Ford Mercury is 311285506, minority.
Emergency action is necessary so that the purchase orders for these vehicles can be issued as soon as possible in order to meet the manufacturer's order cutoff deadlines.
FISCAL IMPACT: The Fleet Management Division budgeted $5.0 million in the 2007 General Fund vehicle allocation. This ordinance authorizes an expenditure of $187,882.00. Year to date, approximately $1.45 million has already been legislated or encumbered to procure city vehicles from the General Fund vehicle allocation. The Fleet Management Division spent $275,230.00 for vehicles from the 2006 General Fund vehicle allocation and $2,702,495.00 million from the same fund in 2005 for vehicles.
Title
To authorize the Finance and Management Director to establish purchase orders for the Fleet Management Division on behalf of varioius city divisions, per the terms and conditions of citywide Universal Term Contracts, to authorize the expenditure of $187,882.00 from the General Fund Vehicle Allocation; and to declare an emergency. ($187,882.00)
Body
WHEREAS, the Divisions of Fire, Recreation & Parks, Public Safety Support Services, and Facilities Management need to replace vehicles that have high mileage and high maintenance costs; and
WHEREAS, the Fleet Management Division has General Fund monies budgeted for vehicle replacements; and
WHEREAS, bids were taken for these vehicles via SA002116CGW / FL003265, SA001717CGW / FL003302, SA002117CGW / FL003297, SA002117 / FL003298 for the purchase of these vehicles; and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Fleet Management Division, in that it is immediately necessary to authorize the Finance and Management Director to issue purchase orders for city vehicles for various General Fund Divisions in order to meet the manufacturer's order cutoff deadlines, 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 and directed to issue purchase orders to Byers Chevrolet and The White Family of Dealerships for vehicles in accordance with Contracts FL003265, FL003302, FL003297 and FL003298.
Section 2. That the expenditure of $187,882.00, or so much thereof as may be necessary, be and is hereby authorized from funds available within the Fleet Management Division General Fund vehicle allocation; Department No. 59-05; Fund 010; OCA Code 591201; OL3 Code 6650.
Section 3. 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.