…Explanation
This ordinance authorizes the Finance and Management Director to create various purchase orders for parts and services on behalf of the Fleet Management Division in order to prevent delays in the repair and service of City vehicles and to properly respond to planned but unexpected emergencies that may arise within the Fleet Management Division. During 2015, the Fleet Management Division is budgeted to spend in excess of $4.3 million for parts and over $1.3 million for services to keep the City's fleet of approximately 6,000 vehicles in operation. Fleet Management processes over 40,000 work orders annually for all City vehicles and equipment and requires purchase orders with over 400 vendors to help meet this need.
-Genuine Parts/NAPA- CC# 580254510 expires 11/05/15; Contract FL005246 expires 12/31/15, $200,000.00 (parts)
SA005970 was opened on August 13, 2015. Upon evaluation of the bids, it was determined that The Dexter Co., Lacal Equipment, and Quality Truck Body would be awarded line items for which they were the lowest and responsive bidder.
-The Dexter Co. contract compliance number is 341232702 and expires 6/10/2016.
-Lacal Equipment Inc. contract compliance number is 030379675 and expires 7/25/2016.
-Quality Truck and Body contract compliance number is 341085422 and expires 3/23/2017
Additionally, despite these best and planned efforts, when a repair becomes necessary there may not be a purchase order or contract in place with the appropriate vendor for the needed part or service. If the needed parts or service are of an emergency nature, there may not be time to procure such commodities through the City's competitive bidding process. This ordinance replenishes funding to previously established Auditor's Certificates that are created to allow the Finance and Management Director to establish contracts and/or purchase orders in emergency situations and to waive the competitive bidding provisions of Columbus City Code Chapter 329. However, all best efforts will be used to identify the appropriate vendors with the necessary skills to provide the needed part or service as the lowest cost to the City.
These companies are not debarred according to the federal excluded parties listing or prohibited from being awarded a contract to the Auditor of State unresolved findings for recovery certified search.
Fiscal Impact: The Fleet Management Division 2015 operating budget contains over $5.6 million for the purchase of automotive parts, supplies, and services. This legislation authorizes an expenditure of $499,628.85.00 with various vendors to purchase parts, supplies, and services for City vehicles.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services, thereby keeping City-owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles.
Title
To authorize the Finance and Management Director to establish various purchase orders for automotive parts and supplies with Genuine Parts/NAPA; to authorize the Finance and Management Director to enter into contract with The Dexter Co., Lacal Equipment, and Quality Truck and Body for snow plow parts; to increase previously established Auditor's Certificates from the Fleet Management Fund for emergency repairs, services, or parts and to waive the competitive bidding provisions of City Code Chapter 329 for the same; to authorize the expenditure of $499,628.85 from the Fleet Management Fund; and to declare an emergency. ($499,628.85)
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase automotive parts and supplies for motorized equipment; and
WHEREAS, a Universal Term Contract (UTC) has been established through the formal competitive bidding process of the Purchasing Office with Genuine Parts/NAPA for the purchase of parts; and
WHEREAS, the Fleet Management Division has a need to stock snow plow parts so that City vehicles will be ready to respond to snow season; and
WHEREAS, Solicitation SA005970 was posted on vendor services and closed August 13, 2015; and
WHEREAS, The Dexter Co., Lacal Equipment, and Quality Truck and Body were deemed, per line, the lowest responsible and responsive bidder and is recommended to be awarded these contract; and
WHEREAS, it is necessary to increase emergency funding for various unforeseen repairs, services and parts; and
WHEREAS, it is necessary to establish contracts and purchase orders in emergency situations only with those vendors necessary to provide the part or service needed and to waive the competitive bidding provisions of City Code Chapter 329 for such contracts and purchases; 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 issue various purchase orders for parts, supplies, and services for the repair of approximately 6,000 City vehicles and equipment, 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 hereby authorized to issue purchase orders for the Fleet Management Division, per the terms and conditions of Universal Term Contracts for automotive parts, as follows:
Genuine Parts/NAPA- CC# 580254510 expires 11/05/15; Contract FL005246 expires 12/31/15, expenditure projection: $200,000.00 (parts)
SECTION 2. That the sum of $200,000.00, 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
Obj level 1: 02
Object level 03: 2284
Amount: $200,000.00
SECTION 3. That the Finance and Management Director is authorized to enter into contract with The Dexter Co., Lacal Equipment, and Quality Truck and Body for the following items:
The Dexter Co.- 1,2,6,8,9,10,16,17,18,24 ($32,429.00)
Lacal Equipment- Line Items: 3,4,5,7,12,13,14,15,19,20,21,23 ($63,221.85)
Quality Truck and Body - Line Items: 11 & 22 ($3,978.00)
SECTION 4. That the sum of $99,628.85 or so much thereof as may be necessary, in regard to the action authorized in Section 3, is hereby authorized to be expended as follows:
Department: 45-05
Fund: 513
OCA: 451347
Obj Level 01: 02
Obj Level 03: 2284
Amount: $99,628.85
SECTION 5. That the Finance and Management Director is hereby authorized to issue purchase orders and establish contracts for parts, supplies, and services with various vendors on behalf of the Fleet Management Division to ensure no disruptions to operations and to increase previously established Auditor's Certificates for the same, as follows:
AC037325/003
Dept/Div: 45-05
Fund: 513
OCA: 451347
Object level one: 02
Object level three: 2284
Increase by Amount: $100,000.00
AC037325/004
Dept/Div: 45-05
Fund: 513
OCA: 451263
Object level one: 03
Object level three: 3373
Increase by Amount: $100,000.00
SECTION 6. That the competitive bidding provisions of Columbus City Codes Chapter 329 are hereby waived in regard to the action authorized in Section 5.
SECTION 7. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 8. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 9. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.