Explanation
Background: This legislation authorizes and directs the Finance Director to issue several purchase orders for credit card fuel purchases, bulk fuel deliveries and vehicle parts, supplies and accessories for the Public Service Department, Fleet Management Division. Formal competitive bids were taken by the Purchasing office and Universal Term Contracts are in place for each of the items.
Fiscal Impact: This legislation is for $2,138,450.00, which is a budgeted expenditure either through the second six months of the current year or the particular contract expiration date, whichever is appropriate. Expenditures for like items for a similar six month period in 2002 was $2,036,600 and $1,939,637 in 2001. Earlier this year, Fleet Management established purchase orders for many of these same parts, supplies and accessories for the first six months of 2003. Due to the higher prices for fuel in 2003, additional funding may be necessary for fuel purchases beyond what is being requested within this ordinance. The Fleet Management Division is monitoring fuel purchases on a monthly basis and will make adjustments after the Third Quarter Financial review, if necessary.
Emergency legislation is requested in order to ensure an uninterrupted purchase of credit card fuel, bulk fuel deliveries and vehicle parts, supplies, and accessories as well as the payment of invoices to the various vendors.
Title
To authorize and direct the Finance Director to issue purchase orders for bulk fuel deliveries and vehicle parts, supplies and accessories for the Fleet Management Division, to authorize and direct the expenditure of $2,138,450.00 from the Fleet Maintenance Fund and; and to declare an emergency. ($2,138,450.00)
Body
WHEREAS, Universal Term Contracts (UTC) have been established through the formal competitive bid process, and
WHEREAS, the Fleet Management Division, Public Service Department, has a need to purchase bulk fuel deliveries and vehicle parts, supplies and accessories to repair motor vehicles through the remainder of 2003, now, therefore
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division, Public Service Department, in that it is immediately necessary to issue purchase orders for bulk fuel deliveries and vehicle parts, supplies and accessories, thereby preserving the public health, peace, property, safety, and welfare, now, therefore,
Section 1. That the Finance Director is hereby authorized and directed to issue purchase orders for the Public Service Department, Fleet Management Division, per the terms and conditions of Universal Term Contracts, as follows:
State Bid OT919199-E
WD Tire Warehouse
CC# 311138036 expires 11/2/04
Tires
Object Level Three 2282
Contract period 5/1/99 - 4/30/04
Bid SA 000213GRW
Dick Masheter Ford
CC# 310729896, expires 10/31/04
OEM Auto Parts
Object Level Three 2284
Contract period 4/1/02 - 3/31/04
State Bid OT919199-E
B & S Transport
CC# 341234696, expires 11/15/03
Tires
Object Level Three 2282
Contract period 5/1/99 - 4/30/04
Bid SA 000213GRW
Byers Chevrolet
CC# 314139860 expires 11/4/05
OEM auto parts
Object Level Three 2284
Contract period 4/1/02 - 3/31/04
Bid SA 000312 GRW
Best Equipment
CC# 351097778, expires 12/10/04
OEM Truck Parts
Object Level Three 2284
Contract period 10/1/02 - 9/30/04
County Bid B98-56
BP Products North America
CC# 362440313, expires 10/9/04
Bulk diesel deliveries
Object Level Three 2286
Contract period 1/1/98 - 12/31/04
County Bid B98-56
BP Products North America
CC# 362440313 expires 10/9/04
Bulk gasoline deliveries
Object Level Three 2280
Contract period 1/1/98 - 12/31/04
Solicitation SA000207JAY
US Bank Voyager Fleet Systems
CC# 760476053, expires April 10, 2005
Credit card motor fuel purchases
Object Level Three 2280 and 2286
Contract Period June 5, 2002 - July 1, 2005
Section 2. That the sum of $2,138,450.00, or so much thereof as may be necessary, is hereby authorized to be expended from the Fleet Maintenance Fund, 513, Department No. 59-05, OCA Code 591347, Object Level One 02 as follows to pay the cost thereof:
Object Level Three Code Amount
2280 $1,089,000.00
2282 $ 110,000.00
2284 $ 420,000.00
2286 $ 519,450.00
Total $2,138,450.00
Section 3. that for 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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.