Explanation
Background: This ordinance authorizes the Director of Finance and Management to enter into a contract with AssetWorks LLC for the purchase of two (2) hardware terminals for the FuelFocus fuel management system. FuelFocus serves as the Fleet Management Division’s primary platform for monitoring, managing, and analyzing fuel transactions and consumption. The system enables real-time tracking of fuel receipts and usage through integrated card-reader technology, enhancing operational efficiency, and data accuracy in fleet fuel operations.
Bid Waiver: The Department of Finance and Management is seeking approval to waive the competitive bidding provisions of Columbus City Code Chapter 329 in order to enter into a new contract with AssetWorks LLC to ensure operational continuity, system reliability, accurate fuel transaction reporting, and efficient maintenance support.
AssetWorks contract compliance number 008459 ($48,500.00)
This ordinance also authorizes the Finance and Management Director to associate all General Budget Reservations resulting from this ordinance with appropriate Universal Term Contracts for electrical installation, on behalf of the Fleet Management Division, in order to install power and data for all five fueling stations located at 300 N. 4th Street, 2250 W. Broad Street, 3601 N. High Street, 3069 Parsons Avenue, and 5151 Little Turtle Way which includes the two hardware terminals purchased from AssestWorks LLC. All related purchase orders will be issued as needed from Universal Term Contracts previously established by the Purchasing Office. The current Universal Term Contract vendor(s) are as follows:
Roberts Service Group, Inc., Vendor #004397; PA006226 - Electrical Repair, Replacement & Maintenance UTC - expires 12/31/2026 ($48,500.00)
Fiscal Impact: Funds in an amount up to $97,000.00 are available in the Fleet Management Capital Fund 5205
Emergency action is requested so that the fuel sites can be upgraded and available to provide fuel to designated locations without interruption.
Title
To authorize the Finance and Management Director on behalf of the Fleet Management Division to enter into a contract for the purchase of two (2) hardware terminals supporting the FuelFocus fuel management system with AssetWorks LLC; to waive competitive bidding provisions of the Columbus City Code; To authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement and to establish related purchase orders for electrical repairs for the Fleet Management Division; to authorize expenditure of $97,000.00 from the Fleet Management Capital Fund; and to declare an emergency. ($97,000.00)
Body
WHEREAS, it is necessary to authorize the Finance and Management Director on behalf of the Fleet Management Division, to enter into a contract with AssetWorks LLC for the purchase of two (2) hardware terminals supporting the FuelFocus fuel management system; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions of City Code Chapter 329 to ensure operational continuity, system reliability, accurate fuel transaction reporting, and efficient maintenance support; and
WHEREAS, a Universal Term Contract (UTC) has been established through the formal competitive bidding process of the Purchasing Office for electrical repairs; and
WHEREAS it is necessary to authorize an expenditure of $97,000.00.00 from the Fleet Management Capital Fund; and
WHEREAS, an emergency exists in the daily operations of the Department of Finance and Management, Fleet Management Division in that it is immediately necessary, to authorize the Finance and Management Director to enter into a contract with AssetWorks LLC for the purchase of two (2) hardware terminals supporting the FuelFocus fuel management system; NOW, THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Fleet Management Division, be and is hereby authorized to enter into a contract with AssetWorks LLC for the purchase of two (2) hardware terminals supporting the FuelFocus fuel management system.
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish a purchase order for electrical repairs for the Fleet Management Division with Roberts Service Group, Inc.
SECTION 3. That the expenditure of $97,000.00, or so much thereof as may be necessary, is hereby authorized and approved from the Fleet Management Capital Fund 5205 within project P550003-100000 in Object Class 06 per the accounting codes in the attachment to this ordinance.
SECTION 4. That the Council finds it is in the best interest of the City of Columbus to waive competitive bidding provisions of the Columbus City Codes, Chapter 329, to award these contracts.
SECTION 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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 7. 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 8. 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.