Explanation
Background: This ordinance authorizes the Finance and Management Director to issue blanket purchase orders for Byers automotive parts and supplies for the Fleet Management Division without the use of formal competitive bidding.
The Fleet Management Division, with the assistance of the Purchasing Division, attempted to bid the Chrysler parts included in this ordinance but there was no responsive bidder and the bid has to be reissued. The hope is to convince vendors it is in their best interest and the City's best interest to bid. However, it is still necessary to pass this legislation while this process is ongoing so that funding is available in the meantime. It is estimated that the re-bid will completed before the August Council recess. Byers was selected for this ordinance because Byers is the current vendor for these parts and was the only vendor that attempted to bid.
Fiscal Impact: The Fleet Management Division 2008 operating budget contains approximately $4 million for the purchase of automotive parts and supplies. This ordinance authorizes the expenditure of $40,000.00.
Emergency action is requested to ensure that vendors are compensated for parts that need to be ordered while awaiting the re-bid.
Title
To authorize the Finance and Management Director to issue blanket purchase orders for Byers automotive parts and supplies for the Fleet Management Division; to authorize the expenditure of $40,000.00 from the Fleet Management Services Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($40,000.00)
Body
WHEREAS, the purchase of Chrysler automotive parts and supplies were bid out and no responsive bidder is available for the Fleet Management Division to acquire parts from; 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 supplies, and
WHEREAS, formal bids were taken for these automotive parts and supplies and no responsive bidder was found; 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 arrange for these part purchases until the formal bid process has been re-done and a vendor has been awarded the contract, 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 is authorized to establish blanket purchase orders for Byers automotive parts and supplies without benefit of formal competitive bidding provided the blanket purchase orders are certified from the Auditor's Certificate established by this ordinance.
SECTION 2. That the vendors and amounts for parts and supplies authorized by SECTION 1 of this ordinance will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OL3
Byers 314139860 07/10/08 2284
SECTION 3. That the sum of $40,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, 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: $40,000.00
SECTION 4. 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 SECTION 1 of this ordinance and that Sections 329.06 and 329.07 of the Columbus City Codes are hereby waived.
SECTION 5. That for the reasons set forth 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.