Explanation
Background: This ordinance authorizes the Finance and Management Director to issue a purchase order for tires per the terms and conditions of a State of Ohio State Term Contract ($25,000); authorizes the Finance and Management Director to issue various purchase orders for automotive parts, supplies, services, and accessories per the terms and conditions of Universal Term Contracts (UTC) ($212,000); and authorizes the Finance and Management Director to issue blanket purchase orders for OEM truck parts and services ($116,417.40). The sum of these expenditures totals $353,417.40.
Most of the service and parts contracts in this ordinance were previously established by either City UTCs or State of Ohio contracts; however, a UTC for every required heavy duty Original Equipment Manufacture (OEM) part or service can not be established. This ordinance is a companion to ordinance 1598-2008. Under 1598-2008 a formal competitive bidding process for Original Equipment Manufacture (OEM) was initiated. However, though eight vendors submitted bids, seven other vendors that sell essential parts for our heavy vehicle fleet did not. Some venders either chose not to bid, or felt it was unnecessary for them to bid since they are the local authorized seller of specific OEM parts. This ordinance establishes contracts with eleven vendors. These vendors provide critical parts and services necessary to maintain our fleet. Fleet Management, in conjunction with the Purchasing Division, is continuing to attempt to create UTCs for these needs.
Fiscal Impact: This ordinance authorizes the expenditure of up to $353,417.40. This amount will not exceed the Third Quarter Financial Review.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet.
Title
To authorize the Finance and Management Director to issue a purchase order for tires for the Fleet Management Division per the terms and conditions of a State of Ohio State Term Contract; to authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies, services, and accessories for the Fleet Management Division per the terms and conditions of various Universal Term Contracts; to authorize the Finance and Management Director to issue blanket purchase orders for automotive parts and services through waiving the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $353,417.40 from the Fleet Management Services Fund; and to declare an emergency ($353,417.40).
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase tires for motorized equipment; and
WHEREAS, State Contract STS260 is available for the purchase of automotive and truck tires; and
WHEREAS, Fleet Management has a need to purchase automotive parts, supplies, services, and accessories for motorized equipment and Universal Term Contracts (UTC) for parts, supplies, services, and accessories have been established through the formal competitive bid process by the Purchasing Office; and
WHEREAS, the purchase of OEM truck parts and services were formally bid by the Purchasing Division and did not receive enough responsive bidders for the Fleet Management Division to acquire adequate parts; and
WHEREAS, it is in the best interest of the City of Columbus to waive formal competitive bidding requirements for the purchase of these automotive parts and services; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to authorize the expenditure of $353,417.40 to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet, thereby preserving the public health, 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 is hereby authorized and directed to issue purchase order for the Fleet Management Division, per the terms and conditions of a State Term Schedule Contract, as follows:
State Bid STS260
WD Tire Warehouse
CC# 311138036 expires 3/31/11
Tires
Object Level Three 2282
Contract Expires - 8/19/10
SECTION 2. That the sum of $25,000.00 or so much thereof as may be necessary, in regard to the action authorized in SECTION 2, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2282
Amount: $25,000.00
SECTION 3. That the Finance and Management Director is hereby authorized to issue purchase orders for the Fleet Management Division, per the terms and conditions of Universal Term Contracts, as follows:
Crown Battery - FL003263
CC# 34-4481335 expires 05/31/09
Object Level Three 2283
Contract expires 10/16/10
Dick Masheter - FL003964
CC# 31-0729896 expires 03/31/10
Object Level Three 2284
Contract expires 03/03/10
SKINNER DIESEL SERVICES - FL003072
CC# 31-1132462 expires 03/31/09
Object Level Three 2284
Contract expires 09/24/09
AUTOMOTIVE DISTRIBUTORS - FL003295
CC# 31-1145093 expires 07/08/10
Object Level Three 2284
Contract expires 09/30/09
NAPA AUTO PARTS - FL004081
CC# 58-0254510 expires: 03/07/10
Object Level Three 2284
Contract expires 06/30/10
JACK DOHENY SUPPLIES - FL003121
CC# 38-3148955 expires 08/04/10
Object Level Three 2284
Contract expires 04/30/09
BELL EQUIPMENT - FL003748
CC# 38-1941706 expires: 09/30/09
Object Level Three 3373
Contract expires 11/05/10
FAS LUBE - FL003365
CC# 31-4412774 expires 08/31/09
Object Level Three 3373
Contract expires 08/05/2020
FLORA'S DIESEL REPAIR - FL004004
CC# 31-1202449 expires 01/14/10
Object Level Three 3373
Contract expires 03/31/10
TALIAFERRO ENTERPRISES - FL003279
CC# 31-1073146 expires 06/19/10
Object Level Three 3373
Contract expires 01/31/09
SECTION 4. That the sum of $212,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 3, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2283
Amount: $15,000.00
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2284
Amount: $137,000.00
Object Level One 02 Total $152,000.00
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 03
Object Level 3: 3373
Amount: $60,000.00
Object Level One 03 Total $60,000.00
SECTION 5. That the Finance and Management Director is authorized to establish blanket purchase orders for OEM truck parts and services and necessary services without benefit of formal competitive bidding provided the blanket purchase orders are certified from the Auditor's Certificate established by this ordinance.
SECTION 6. That the vendors and amounts for parts and supplies and necessary services authorized by SECTION 5 of this ordinance will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OL3
Burdick 311232766 06/20/09 2284
Carquest 311475987 04/05/09 2284
Cummins Bridgeway 113658572 2284
Driveline 1 311353823 03/30/09 2284
Franklin Equipment 421751501 09/03/10 2284
WW Grainger 361150280 2284
Schodorf Truck 314416487 04/23/10 2284
Southeastern Equipment 341503254 03/14/09 2284
Sutphen Corporation 310671786 03/03/10 2284
Tech Source 270528341 12/21/08 2284
Vermeer Sales & Service 363116243 04/24/10 2284
SECTION 7. That the sum of $116,417.40, or so much thereof as may be necessary in regard to the action authorized in SECTION 6, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2284
Amount: $116,417.40
SECTION 8. That in accordance with Section 329.27 of the Columbus City Codes, the Columbus City Council finds it in the best interest of the City of Columbus to waive formal competitive bidding requirements as they pertain to the action authorized in SECTIONS 6 and 7 of this ordinance and that Sections 329.06 and 329.07 of the Columbus City Codes are hereby waived.
SECTION 9. That for reasons stated in the preamble hereto, which is herby made a part hereof, this ordinance is herby 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.