Explanation
Background:
This ordinance authorizes the Director of Finance and Management to enter into contract with AssetWorks Inc to upgrade eleven (11) remaining fuel sites to the Fuel Focus system. Currently, Fleet Focus provides a system for the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within Fleet Management. Fleet Focus and Fuel Focus will be integrated and allow for all information to be retained in a single data source.
Fuel Focus is an automated fuel management system that supports real time monitoring of receipt and usage of all fuels. There are currently sixteen (16) monitored fueling sites in the City of Columbus. Of those, five (5) have already been upgraded to Fuel Focus hardware and software and are compatible with the Fleet Focus system. The remaining eleven (11) sites are still using the Gas Boy system which is outdated, unreliable and inefficient. When these monitoring systems break down, the fuel pumps are inoperable. Parts for Gas Boy are no longer available for repair and this interrupts the pumping of fuel as well as collection of data used for reporting purposes.
The Finance and Management Department, Division of Fleet Management respectfully requests to waive competitive bidding requirements, Chapter 329 of the City Code, so that the upgrade can be completed as quickly as possible.
AssetWorks contract compliance number 46-0521049 which expires 03-10-2013.
Fiscal Impact: Funding for this contract will come from the Fleet Automated Fuel Location Upgrades project, project number 550002-100000, Fleet Management bond fund 513, subfund 005. The current unencumbered cash balance in this project is $500,000.00.
Emergency Designation is being requested so that the remaining fuel sites can be upgraded and available to provide fuel to designated locations without interruption.
Title
To authorize the Director of Finance and Management to enter into contract with AssetWorks Inc for software and hardware upgrade to the Fuel Focus System for eleven (11) fueling sites; to authorize the expenditure of $268,734.19 from the Fleet Management bond fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($268,734.19)
Body
WHEREAS, Fleet Focus is a system utilized to monitor vehicle information for all City vehicles including Police, Fire and Refuse Collection regarding maintenance and repairs; and
WHEREAS, five (5) monitoring sites have already been upgraded with Fuel Focus software and hardware for proper monitoring and compliance of fuel dispensing and receipt which is integrated with the Fleet Focus management system; and
WHEREAS, this ordinance provides funding to upgrade the remaining eleven (11) sites so they are compatible with the Fleet Focus management system; and
WHEREAS, the upgrade to Fuel Focus for these sites will enhance safety through the monitoring of fuel storage tanks; and
WHEREAS, this ordinance requests to waive competitive bidding provision of the Columbus City Code Section 329 since AssetWorks has already upgraded five fuel monitoring sites and is integrated with Fleet Focus, thereby going with any other vendor would not allow full system integration and functionality; and
WHEREAS, an emergency exists in the usual and daily operation of the Fleet Management Division in that it is necessary to avoid service interruption and continual monitoring of fuel sites for the preservation of 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 Director of Finance and Management is authorized to enter into a contract with AssetWorks Inc. for the Fuel Focus software and hardware upgrade of additional fuel sites monitoring programs; and
Section 2. That the sum of $268,734.19, 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:
Div:45-05
Fund: 513
Subfund: 005
Project Name: Fleet Automated Fuel Location Upgrades
Project Number: 550002-100000
OCA:551306
Object Level 01:06
Object Level 03:6649
Amount: $268,734.19
Section 3. That 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 4. That the competitive bidding provisions of the Columbus City Code Section 329 are hereby waived.
Section 5. That for reasons stated in the preamble hereto, which is hereby made a part thereof, 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 approved nor vetoes the same.