Explanation
Background: This ordinance authorizes the Finance and Management Director to issue blanket purchase orders for various automotive equipment, parts, supplies, and various services for the Fleet Management Division. Services also provided include the Fleet Focus Management System and the CNG fueling stations. The vendors in this ordinance are designated as sole source.
The sole source vendors listed herein are 1) local makers and distributors of vehicle equipment and parts, 2) the local authorized dealers for manufacturer's parts, or 3) the only authorized facility to perform manufacturer or warranty repairs within a geographic area (City of Columbus, Franklin County).
Attempts have been made to formally bid many of these parts and services. However, these vendors generally do not bid, recognizing that they are the only authorized dealer in the immediate geographic area to perform services or supply parts.
Fiscal Impact: The Fleet Management Division 2012 operating budget contains $4.7 million for the purchase of automotive parts, supplies, and services. This ordinance authorizes an expenditure of $51,000.00 for sole source automotive parts, supplies, and services.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet, including for Public Safety and Refuse collection vehicles and CNG fueling station.
Title
To authorize and direct the Finance and Management Director to issue blanket purchase orders for various automotive equipment parts, supplies, and services with various vendors, to authorize the expenditure of $51,000.00 from the Fleet Management Services Fund, and to declare and emergency. ($51,000.00)
Body
WHEREAS, the purchase of various automotive parts, supplies and services cannot be reasonably anticipated for all vehicles and motorized equipment maintained by the Fleet Management Division; and
WHEREAS, at times providers of various automotive equipment parts, supplies, and services do not submit bids because they are the sole authorized parts vendor or repair facility within the geographic area known as Columbus, Franklin County; and
WHEREAS, the Fleet Management Division has a need to procure automotive equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair a variety of city vehicles on short notice, especially emergency service and refuse collection vehicles; and
WHEREAS, the Fleet Management Division has a need to include warranty and non warranty work for the renovation and construction of the CNG fueling station and its operation; and
WHEREAS, the Fleet Management Division has a need to include warranty and non warranty work for the Fuel Focus Enterprise Asset Management System which will provide for uninterrupted supply of fuel at any of the fueling stations used by City vehicles; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division, Finance and Management Department, and in that it is immediately necessary to arrange for the purchase of various sole source automotive equipment parts, supplies, and services to maintain an the City's fleet and CNG fueling stations, thereby preserving the public health, peace, property, safety, and welfare, now, therefore,
BY THE BE IT ORDAINED COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance and Management Director be and hereby is authorized and directed to establish blanket purchase orders for sole source automotive equipment parts, supplies, and services according to Section 329.07(e), Sole Source Procurement, 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.
Section 2. That the vendors for automotive parts, supplies, accessories and services will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES
CJM Solutions 261100583 05/03/2013
Lincoln Industrial 522361769 Date Pending
Royalty Enterprises Inc 311060727 Date Pending
Section 3. That the expenditure of $20,000.00, or so much thereof as may be needed, as authorized in Section 1 above, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department 4505, OCA Code 451347, Object Level One: 03, Object Level Three: 3370, Amount $20,000.00
Section 4. That the expenditure of $15,000.00, or so much thereof as may be needed, as authorized in Section 1 above, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department 4505, OCA Code 451347, Object Level One: 02, Object Level Three: 2284, Amount $15,000.00
Section 5. That the expenditure of $16,000.00, or so much thereof as may be needed, as authorized in Section 1 above, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department 4505, OCA Code 451347, Object Level One: 03, Object Level Three: 3310, Amount $16,000.00
Section 6. That for reasons state 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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.