Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders for automotive parts, supplies, services, and accessories for the Fleet Management Division to be used to repair and maintain approximately 3,200 City vehicles. City Universal Term Contracts and Ohio State Term Contracts are in place for these parts, supplies, services, and accessories. Items to be purchased for this amount include but are not limited to bulk tire purchases, batteries, "after-market" light duty parts and OEM parts for both Heavy/Medium and Light duty vehicles. Also included in this expenditure are services related to vendor specific equipment such as Sutphen and/or other services for oil change services throughout the City of Columbus. The supplier services enable Police to remain in their precincts while receiving regularly scheduled preventative maintenance by an outside vendor. There are also services included in this expenditure that are outsourced because it is less expensive and more expeditious to have vendor specific equipment repaired by an authorized vendor in certain specialties such as welding and/or frame and spring repairs and body shop work.
Fiscal Impact: The Fleet Management Division's proposed 2009 operating budget contains $6,366,662.00 for the purchase of automotive parts, supplies, services, and accessories. This legislation authorizes an expenditure of $2,335,000.00 with various vendors to purchase, automotive parts, supplies, services, and accessories. Approximately $7.1 million was expended for similar items in 2008 and $7.3 million for these items in 2007.
Emergency action is requested in order to ensure an uninterrupted supply of automotive parts, supplies, services, and accessories, thereby keeping City owned vehicles in operation, including police cruisers and refuse collection equipment.
Title
To authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies, services, and accessories for the Fleet Management Division per the terms and conditions of Universal Term Contracts and State of Ohio State Term Contracts; to authorize the expenditure of $2,335,000.00 from the Fleet Management Services Fund; and to declare an emergency. ($2,335,000.00)
Body
WHEREAS, various Universal Term Contracts (UTCs) have been established through the formal competitive bid process by the Purchasing Office; and
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need for automotive parts, supplies, services, and accessories; and
WHEREAS, State Contract STS260 is available for the purchase of automotive and truck tires; and
WHEREAS, State Contract RS901808 is available for the purchase of fuel tank cleaning; and
WHEREAS, the Fleet Management Division has a need to purchase these items and various others in order to operate the City's fleet; 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 fuel tank cleaning, automotive parts, supplies, services, and accessories for the repair of approximately 3,200 City vehicles, keeping them operating, 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, as follows:
Dick Masheter Ford - FL002629
CC# 310729896 expires 3/3/10
OEM Automotive Parts
Object Level Three 2284
Contract expires - 3/31/2010
McNeilus - FL003745
CC# 411314526 expires 6/12/09
HD Service
Object Level Three 3373
Contract expires 9/30/09
Skinner Diesel - FL004230
CC# 311132462 expires 9/24/09
Aftermarket Truck Parts
Object Level Three 2284
Beginning April 1, 2009 SA003091 will be in effect
ESEC - FL004086
CC# 341285858 expires 9/9/10
OEM Truck Parts
Object Level Three 2284
Contract expires 9/30/10
NAPA - FL004081
CC#580254510 expires 3/7/10
Aftermarket Parts
Object Level Three 2284
Contract expires 6/30/10
Sutphen - FL004095
CC#310671786 expires 3/31/10
OEM Truck Parts
Object Level Three 2284
Contract expires 9/30/10
Blackburn - FL003755
CC# 311446789 expires 2/1/10
HD Truck Body, Welding, Fab. & Collision
Object Level Three 3373
Contract expires 9/30/09
Center City - FL003994
CC# 311048371 expires 3/11/10
HD Speciality Services
Object Level Three 3373
Contract expires 3/31/10
Frame & Spring - FL003363
CC# 311370086 expires 12/5/09
Spring Repair
Object Level Three 3373
Contract expires 10/31/09
Keen's Body Shop - FL003985
CC# 310854439 expires 1/24/10
Autobody Repair Services
Object Level Three 3373
Contract expires 03/31/10
SECTION 2. That the sum of $1,895,000.00, 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
Object Level 1: 02
Object Level 3: 2283
Amount: $50,000.00
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2284
Amount: $1,455,000.00
Object Level One 02 Total $1,505,000.00
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 03
Object Level 3: 3373
Amount: $390,000.00
Object Level One 03 Total $390,000.00
SECTION 3. That the Finance and Management Director is hereby authorized and directed to issue purchase orders for Fleet Management Division, per the terms and conditions of State Term Schedule Contracts, as follows:
State Bid STS260
Wingfoot Commercial Tire
CC# 311735402 expires 10/19/09
Tires
Object Level Three 2282
Contract Expires - 9/30/12
State Bid STS260
WD Tire Warehouse
CC# 311138036 expires 8/19/10
Tires
Object Level Three 2282
Contract Expires - 3/31/11
SECTION 4. That the sum of $400,000.00 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:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 02
Object Level 3: 2282
Amount: $400,000.00
SECTION 5. That the Finance and Management Director is hereby authorized and directed to issue purchase orders for Fleet Management Division, per the terms and conditions of State Term Schedule Contracts, as follows:
State Bid RS901808
Refuel
CC# 203204086 expires 10/24/10
Fuel Tank Cleaning
Object Level Three 3376
Contract Expires - 12/31/10
SECTION 6. That the sum of $40,000.00 or so much thereof as may be necessary, in regard to the action authorized in SECTION 5, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level 1: 03
Object Level 3: 3376
Amount: $40,000.00
SECTION 7. 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.