Explanation
BACKGROUND: This ordinance authorizes the transfer of funds within the Fleet Management Operating Fund to better align budgetary appropriations with anticipated annual expenditures. The Fleet Management Division is projecting a $624,794 budget surplus in personnel appropriations, which is due in large part to staffing vacancies that will remain unfilled for the balance of the 2014 fiscal year. Due to cost increases in various parts and service expenditures, it is has become evident that $500,000 of budget appropriation for supplies and services are needed for the balance of the current fiscal year and, as such, should be transferred to the correct accounting designation within the Fleet Management Division's operating budget. This ordinance therefore authorizes the transfer of funds ($500,000) for this purpose.
In addition, this legislation authorizes the Finance and Management Director to issue purchase orders for ultra-low sulfur diesel and bio diesel for the Fleet Management Division. Formal competitive bids for bio and ultra-low sulfur diesel fuels were received by the Purchasing Office pursuant to Solicitation No. SA005400 and a Universal Term Contract (FL005963) has been established with Benchmark Biodiesel, Inc. This ordinance will also authorize the Finance and Management Director to establish purchase orders with Ricart Properties, for Ford OEM automotive parts. The City of Columbus bid and successfully awarded Ricart Properties (FL005813). This ordinance will also authorize the Finance and Mangament Director to establish purchase orders with Automotive Services, auto body repair services per contract FL005510
Benchmark Biodiesel, Inc., MAJ, CC# 26-1274251 expires 05/16/2016, FL005963 expires 9/30/16
Ricart Properties, CC# 31-1282546 expires 10/22/16, FL005813 expires 3/31/16
Automotive Services Inc, CC#31-0726327 FL005510 expires 6/30/15
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: The Fleet Management Division spent $4,629,849.94 for bulk bio and ultra-low diesel fuels deliveries in 2013. In 2014 Fleet Management has expended or encumbered a total of $3.8 million for diesel fuel. An additional expenditure of $150,000 is necessary through the end of this fiscal year for these fuels, an additional expenditure of $50,000 is necessary through the end of this fiscal year for parts and $30,000 is necessary for auto body repairs. Furthermore, funds have been budgeted within the Fleet Management Division 2014 operating budget for the purposes outlined above. The transfer of funds from personnel to the materials/supplies and services designations is requested to more accurately reflect where actual expenses will be incurred. It should be noted that the 2014 operating budget for the Fleet Management Division remains unchanged in total.
Emergency Action: is requested to ensure an uninterrupted supply of bulk bio diesel and ultra-low sulfur diesel fuels and to ensure an uninterrupted supply of vehicle parts and supplies. These fuels and parts are used by city vehicles, including Police, Fire and Refuse Collection vehicles.
Title
To authorize the transfer of $500,000.00 within the Fleet Management Operating Fund; to authorize and direct the Finance and Management Director to establish purchase orders with Benchmark Biodiesel, Inc. for the provision of bio diesel and ultra-low sulfur diesel fuels; to authorize and direct the Finance and Management Director to establish purchase orders with Ricart Properties for Ford OEM automotive parts; to authorize and direct the Finance and Management Director to establish purchase orders with Automotive Services, auto body repair services; to authorize the expenditure of $230,000.00 from the Fleet Management Operating Fund for the same; and to declare an emergency. ($230,000.00)
Body
WHEREAS, it is necessary to authorize the transfer of funds between object levels within the Fleet Management Operating Fund to provide sufficient funds in the appropriate accounting designation for certain materials/supplies and service related expenditures; and
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase bio and ultra-low sulfur diesel bulk fuels for use by various city department vehicles; and
WHEREAS, a Universal Term Contract (FL005963) has been established by the Purchasing Department through the formal competitive bidding process for these fuels; and
WHEREAS, the Purchasing Division has bid under solicitation SA005235 and awarded contract FL005813 to Ricart Properties for Ford OEM automotive parts; and
WHEREAS, the Purchasing Division has bid and awarded contract FL005510 to Automotive Services for auto body repair 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 transfer funds and issue purchase orders for bio diesel and ultra-low sulfur diesel bulk fuels, to ensure an uninterrupted fuel supply for City vehicles, including Police, Fire, and Refuse Collection Division vehicles, 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 transfer of appropriation within the Fleet Management Operating Fund be authorized as follows:
FROM:
Dept/Div: 45-05
Fund: 513
Sub-Fund: 001
OCA Code: 451271
Object Level 1: 01
OL3: 1101
Amount $500,000.00
TO:
Dept/Div: 45-05
Fund: 513
Sub-Fund: 001
OCA Code: 451347
Object Level 1: 02
OL3: 2286
Amount $150,000.00
TO:
Dept/Div: 45-05
Fund: 513
Sub-Fund: 001
OCA Code: 451347
Object Level 1: 02
OL3: 2290
Amount: $100,000.00
TO:
Dept/Div: 45-05
Fund: 513
Sub-Fund: 001
OCA Code: 451263
Object Level 1: 03
OL3: 3390
Amount $250,000.00
SECTION 2. That the Finance and Management Director is hereby authorized to issue purchase orders with Benchmark Biodiesel, Inc. for Ultra Low Sulfur Diesel and Bio Diesel fuel, in accordance with Universal Term Contract FL005963.
SECTION 3. That the expenditure of $150,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 2, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2286
Amount: $150,000.00
SECTION 4. That the Finance and Management Director is hereby authorized to establish purchase orders for the Fleet Management Division with Ricart Properties under contract FL005813
SECTION 5. That the expenditure of $50,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 4, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2284
Amount: $50,000.00
SECTION 6. That the Finance and Management Director is hereby authorized to establish purchase orders for the Fleet Management Division with Automotive Services under contract FL005510
SECTION 7. That the expenditure of $30,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 6, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 03
Object Level Three: 3373
Amount: $30,000.00
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 necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial record. The City Auditor is authorized to make any 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 to be an emergency measure and shall take effect and be in force from and after its approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.