Explanation
Background: This ordinance authorizes and directs the Finance Director to issue blanket purchase orders for various auto, truck and equipment parts, supplies, accessories and services 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. Because of these circumstances, the City must purchase auto, truck and equipment parts, supplies, accessories and services not available from City-wide contracts within a short period of time which precludes formal competitive bidding. However, to ensure the City receives the best possible prices, the Fleet Management Division solicits quotes by phone or in writing.
Fiscal Impact: This request is for $722,000.00. The amounts are based on historical costs for like items and services and the division's estimate of needs for the first six months of 2003. Expenditures for like items and time frames were $903,990.00 in 2003 and $982,723.00 in 2002.
Emergency action is requested to ensure uninterrupted parts deliveries continue to maintain the City's moving fleet and subsequent prompt payment to suppliers.
Title
To authorize and direct the Finance Director to issue blanket purchase orders for various auto, truck and equipment parts, supplies, accessories and services for the Fleet Management Division, to authorize the expenditure of $722,000.00 from the Fleet Maintenance Fund, to waive the competitive bidding requirements of the Columbus City Codes, and to declare an emergency. ($722,000.00)
Body
WHEREAS, the purchase of various auto, truck and equipment parts, supplies, accessories and services that cannot be reasonably anticipated is required by 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 auto, truck and equipment parts, supplies, accessories and services, 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 ongoing purchases of needed various auto, truck and equipment parts, supplies, accessories and services and the ability to promptly pay parts suppliers 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 Director be and hereby is authorized and directed to establish blanket purchase orders for auto, truck and equipment parts, supplies, accessories and services 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 10/16/05 2284
Air Power of Ohio 341760124 02/21/05 2284
Buckeye Power Sales 314365080 03/29/04 2284
Burdick Equipment Co 311232766 01/15/06 2284
Cantwell Machinery 314356245 10/09/06 2284
Car Quest Auto Parts 311160791 06/20/06 2284
Classic Solutions 310968164 01/12/06 2284
Columbus Fasteners 311187503 10/31/04 2288
Delta Marine 311068352 11/15/04 2284
Driveline 1 Inc 311353823 11/10/06 2284
FYDA Freightliner 310789102 11/24/05 2284
Graham Ford 340901877 01/15/06 2284
Grainger 361150280 08/09/05 2288
Hersh Packing & Rubber 310743184 08/09/05 2284
J & M Auto Parts 311618481 01/15/06 2284
Keys Plus 301421108 02/02/05 2288
Kimball Midwest 314408759 04/02/06 2288
Lauren Industries 311471800 03/30/04 2288
Lorenz Industries 314417754 01/22/06 2284
Machinery & Tool Rentals 314415854 05/23/05 2284
McLean Company 340762688 02/21/05 2284
Northwest Mfg. & Dist. 810378492 05/08/04 2284
Obie Oil 311274474 05/14/05 2284
Ohio Cat 340672363 06/05/06 2284
Pengwyn 311201883 01/12/06 2284
Principal Truck 341658635 05/16/04 2284
R & R 860258505 02/02/04 2284
Reco Equipment 311055941 08/17/04 2284
Redneck Trailer Supply 431164951 07/18/04 2284
Rim & Wheel 311146717 02/19/05 2284
River Valley Co-op 311628622 08/19/05 2288
Tech Source 270528341 09/25/06 2288
Utility Truck Equipment 310989420 02/13/05 2284
Xenia Power Equipment 311175853 04/18/04 2284
Zep Manufacturing Co 582633373 06/25/06 2288
Section 3. That the vendors and amounts for automotive services will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OBJECT LEVEL
THREE CODE
Absolute Custom Metal 113656579 10/29/05 3373
American Automatic 310994510 01/31/05 3373
B & C Communications 311736030 04/11/05 3373
Blackburn's Fabrication 311446789 01/18/05 3373
Bob McDorman 310714139 09/03/05 3373
Burns Body Shop 311327701 06/19/06 3373
Byers Chevrolet 314139860 01/12/06 3373
C & A Harley-Davidson 341495631 05/30/05 3373
C H Bradshaw 310989631 08/13/05 3373
Capitol City Cylinder 311160791 01/15/06 3373
Center City International 311048371 09/12/05 3373
Chemical Solvents 341083750 02/05/05 3373
Columbus Peterbilt 341285858 09/17/06 3373
Cummins Bridgeway 113658572 04/25/06 3373
Custom Detailing 311585664 11/18/05 3373
D & E Electrical Cont 310833321 02/16/04 3370
Flora's Diesel 311202449 02/12/05 3373
Graham Ford 340901877 01/15/06 3373
Hydro Supply 311065617 02/15/05 3373
Jones Truck 310934536 10/02/06 3373
Keens Body Shop 310854439 06/10/06 3373
Klean A Kar 310626434 06/27/06 3373
Krieger Ford 310713133 01/12/06 3373
Nobles Inc 310787367 02/14/05 3355
Refuel Inc 351852944 01/17/05 3373
Schodorf Truck Body 314416487 02/14/05 3373
Sutphen Towers 310929203 01/12/06 3373
Taylor Tire 311697553 02/03/06 3373
Triad Fire Apparatus 310945101 01/06/07 3373
U S Hydraulic Services 311505105 05/07/04 3373
Utility Truck 310989420 02/13/05 3373
Wilson's Auto Service 310668047 02/19/05 3373
Section 4. 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 5. That the expenditure of $722,000.00, or so much thereof as may be needed, is hereby authorized and directed to be expended from the Fleet Management 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 $190,000.00
2288 $ 44,000.00
Object Level One 02 Total $234,000.00
3355 $ 22,000.00
3370 $ 11,000.00
3373 $ 455,000.00
Object Level One 03 Total $488,000.00
Section 6. 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.