Explanation
Background: This ordinance authorizes and directs the Finance and Management Director to issue blanket purchase orders for various automotive equipment parts, supplies and accessories for the Fleet Management Division without the use of formal competitive bidding. Given the diversity of the City's fleet, and the complexity of today's vehicles, it is not possible to anticipate all parts and service requirements. Other times, local parts vendors and Original Equipment Manufacturers (OEM) choose not to bid for city contracts, thereby making it difficult for the Division to procure the necessary parts for certain vehicles. Because of these circumstances, the City must purchase automotive equipment parts, supplies and accessories that are not available from City-wide (UTC) contracts. To ensure the City receives the best possible prices, the Fleet Management Division solicits quotes by phone or in writing.
Fiscal Impact: This ordinance authorizes an expenditure of $60,000.00. Expenditures for similar non-contract items for like time periods in 2004 were $92,000.00 and $86,000.00 in 2003. Previous legislation for automotive parts bid waiver expenditures in 2005 for automotive parts were $110,000 on ordinance # 0742-2005 passed 6/20/2005, and $160,000 on ordinance # 0160-2005 passed 2/28/2005.
Emergency action is requested in order to ensure an uninterrupted purchase of vehicle parts, supplies and accessories.
Title
To authorize the Finance and Management Director to issue blanket purchase orders for various automotive equipment parts, supplies and accessories for the Fleet Management Division, to authorize the expenditure of $60,000.00 from the Fleet Management Services Fund, to waive the competitive bidding requirements of the Columbus City Codes, and to declare an emergency. ($60,000.00)
Body
WHEREAS, the purchase of various automotive equipment parts, supplies and accessories cannot reasonably be anticipated for all vehicles under the view of the Fleet Management Division, and
WHEREAS, it is in the best interest of the City of Columbus to waive formal competitive bidding requirements for the purchase of various automotive equipment parts, supplies and accessories, and
WHEREAS, informal bids are take whenever practical, and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division, Public Service Department, in that it is immediately necessary to arrange for the purchase of various automotive equipment parts, supplies and accessories thereby preserving the public health, peace, property, safety, and welfare, now, in which the emergency is set forth and defined in a preamble thereto, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance and Management Director be and hereby is authorized and directed to establish blanket purchase orders for automotive equipment parts, supplies and accessories without benefit of formal competitive bidding provided the Fleet Management Division Administrator first authorizes the purchase via the issuance of Fleet Management purchase orders and that the blanket purchase orders are certified from the Auditor's Certificate established by this ordinance and no single purchase exceeds $20,000.00.
Section 2. That the vendors and amounts for parts, supplies and accessories will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OBJECT LEVEL
THREE CODE
Ace Truck Body 310936828 10/16/06 2284
Bell Equipment 381941706 8/15/06 2284
Buckeye Power Sales 314365080 03/31/07 2284
Driveline 1 311353823 11/10/06 2284
ESEC Corporation 341285858 9/17/06 2284
FYDA Freightliner 310789102 11/24/05 2284
Graham Ford 340901877 01/15/06 2284
Grainger 361150280 06/09/07 2284
Horton Emergency Veh 352018529 07/23/07 2284
Principal Truck 341658635 04/22/07 2284
Rim & Wheel 311146717 03/15/08 2284
Schodorf Truck Body 314416487 06/17/08 2284
Section 3. 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 4. That the expenditure of $60,000.00, or so much thereof as may be needed, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department No. 59-05, OCA Code 591347, Object Level One 02, Object Level Three as follows, to pay the cost thereof:
Object Level Three Code Amount
2284 $ 60,000.00
Object Level One 02 Total $60,000.00
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.