...Explanation
Background: This ordinance authorizes the transfer of $631,662 within the Fleet Management Services Fund to fund personnel ($252,195) and service ($379,367) budget shortages identified within the Third Quarter Financial Review; authorizes the Finance and Management Director to issue purchase orders for tires per the terms and conditions of the State of Ohio State Term Contracts; 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); and authorizes the Finance and Management Director to issue blanket purchase orders for OEM truck parts and services. The sum of these additional expenditures totals $799,372.13.
Personnel costs were over budget and are necessary to accommodate Fire Division and Police Division need for 24/7 access for repair and maintenance of their vehicles. Also, overtime was used to facilitate Fleet Management's move to the Groves Road Facility.
Service costs to cover expenses related to the move (repairs, maintenance, and other service items), plus unanticipated expenses for parts and services, have led to this budgetary overrun.
A projected surplus within the Fleet Management Services Fund largely due to declining fuel prices is available for transfer to address the needs in personnel and services.
All service and parts contracts were previously established by either City UTC's or State of Ohio contracts; however, a UTC for every required heavy duty Original Equipment Manufacture (OEM) part was 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.
Fiscal Impact: This ordinance authorizes the transfer of $631,562 between Object Level Ones within the Fleet Management Services Fund, and authorizes the expenditure of up to $799,372.13 pursuant to the Third Quarter Financial Review. Additional expenditures authorized per the Third Quarter Financial Review will either be encumbered through non-legislative means or legislation later this year.
Emergency action is requested to establish this appropriation authority as soon as possible in order to promote and be consistent with accurate accounting practices. Also, parts are needed to maintain the City's fleet of vehicles and machinery.
Title
To authorize the transfer of $631,562 within the Fleet Management Services Fund, to authorize the Finance and Management Director to issue various purchase orders for tires for the Fleet Management Division per the terms and conditions of the State of Ohio State Term Contracts; 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 OEM truck parts and to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $799,372.13 from the Fleet Management Services Fund; and to declare an emergency ($631,562.00; $799,372.13).
Body
WHEREAS, it is necessary to transfer previously appropriated funds within the Fleet Management Services Fund pursuant to the Third Quarter Financial Review; and
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 transfer of $420,118 within the Fleet Management Services Fund to promote and be consistent with accurate accounting practices, 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 City Auditor is hereby authorized and directed to transfer $631,562 within the Fleet Management Services Fund No. 513, as follows:
FROM:
Dept/Div: 45-05|Fund: 513|OCA 451347|Obj Lev One - 02|Amount $631,562
TO:
Dept/Div: 45-05|Fund: 513|OCA 451347|Obj Lev One - 01|Amount $252,195
Dept/Div: 45-05|Fund: 513|OCA 451347|Obj Lev One - 03|Amount $379,367
SECTION 2. That the Finance and Management Director is hereby authorized and directed to issue purchase orders for Fleet Management Division, per the terms and conditions of State Term Schedule Contracts, as follows:
State Bid STS260
Wingfoot Commercial Tire
CC# 311735402 expires 9/30/12
Tires
Object Level Three 2282
Contract Expires - 10/19/09
State Bid STS260
WD Tire Warehouse
CC# 311138036 expires 3/31/11
Tires
Object Level Three 2282
Contract Expires - 8/19/10
SECTION 3. That the sum of $69,727.96 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: $69,727.96
SECTION 4. 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
MCGLAUGHLIN OIL- FL003542
CC# 31-4412774 expires 03/31/09
Object Level Three 2281
Contract expires 08/05/10
NAPA - FL003294
CC# 58-0254510 expires 09/30/09
Object Level Three 2284
Contract expires 03/07/10
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
AMERICAN AUTOMATIC TRANSMISSION COMPANY - FL003888
CC# 31-0994510 expires 12/31/10
Object Level Three 3373
Contract expires 01/26/09
ESEC - FL003987
CC# 34-1285858 expires 03/31/10
Object Level Three 3373
Contract expires 09/09/10
MCNEILUS TRUCK AND MANUFACTURING - FL003745
CC# 41-1314526 expires 09/30/09
Object Level Three 3373
Contract expires 06/12/09
BLACKBURN'S FABRICATION - FL003755
CC# 31-1446789 expires 09/30/09
Object Level Three 2284
Contract expires 04/23/10
D&D RETREADING INC - FL003350
CC# 31-1168068 expires 11/01/09
Object Level Three 3373
Contract expires 09/25/10
FRAME & SPRING INC - FL003363
CC# 31-1370086 expires 10/31/09
Object Level Three 3373
Contract expires 12/05/09
KEENS BODY SHOP - FL003011
CC# 31-0854439 expires 01/31/09
Object Level Three 3373
Contract expires 01/24/10
SECTION 5. That the sum of $571,547.87, or so much thereof as may be necessary in regard to the action authorized in SECTION 4, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2281
Amount: $26,976.10
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2284
Amount: $234,571.77
Object Level One 02 Total $261,547.87
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 03
Object Level 3: 3373
Amount: $310,000.00
Object Level One 03 Total $310,000.00
SECTION 6. 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 7. That the vendors and amounts for parts and supplies and necessary services authorized by SECTION 6 of this ordinance will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OL3
Advantech 20-2190846 04/15/10 2284
Horton Emergency 35-2018529 03/07/10 2284
McNeilus 41-1314526 06/12/09 2284
Graham Ford 34-0901877 10/09/10 2284
Nortrax 31-1160782 04/12/09 2284
Burdick Eqpt 31-1232766 06/20/09 2284
Capitol Express 31-1420362 02/16/09 3373
Center City International 31-1048371 03/11/10 3373
Enterprise Rental 43-1153492 10/16/10 3373
Sutphen Corporation 31-0671786 03/03/10 3373
Graham Ford 34-0901877 10/09/10 3373
SECTION 8. That the sum of $158,096.30, or so much thereof as may be necessary in regard to the action authorized in SECTION 7, 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: $65,193.34
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 03
Object Level 3: 3373
Amount: $92,902.96
SECTION 9. 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 8 of this ordinance and that Sections 329.06 and 329.07 of the Columbus City Codes are hereby waived.
SECTION 10. 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.