Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders for credit card fuels purchased through the Voyager Fleet Systems and unleaded bulk fuel with Beem's BP Distribution for the Fleet Management Division. The current contract with Voyager expires 07/31/2011 and Ordinance No. 0865-2011 authorizes a one-year extension. A purchase order with Beem's BP Distribution for unleaded bulk fuel deliveries was authorized by Ordinance 0180-2010, through a formal bid conducted by Franklin County.
This ordinance also waives the competitive bidding process of the Columbus City Codes, in order to allow the continued use of the Beem's BP Distribution contract bid by Franklin County. To continue uninterrupted unleaded fuel deliveries at the lowest possible price and in comparing the State of Ohio contract with Franklin County contract, Beem's Distribution Inc. provides a lower delivery price of $0.059 per gallon. The City does not have a formal cooperative purchasing agreement with Franklin County as it does with the State of Ohio Department of Administrative Services. Accordingly, the competitive bidding provisions of the City Codes must be waived in order to participate in this Franklin County contract.
Voyager Fleet Systems Inc. Contract compliance number is 76-0476053. Beem's BP Distirbution Contract compliance number is 31-0941823.
Fiscal Impact: There is currently $2,203,907.00 in available appropriation in the Fleet Management Fund 513 for unleaded fuel and credit card fuel purchases services.
Emergency action is requested to ensure an uninterrupted supply of bulk unleaded and credit card fuel purchases. The fuel is used by all City vehicles, including Police, Fire and Refuse Collection vehicles. Fuel needs for the year will be assessed with the completion of the Second Quarter Financial Review - given price increases this year, additional appropriation and expenditure authority is likely.
Title
To authorize and direct the Finance and Management Director to issue purchase orders with Beem's BP Distribution and Voyager Fleet Systems for the provision of automobile fuel; to authorize the expenditure of $2,203,907.00 from the Fleet Management Services Fund; to waive the competitive bidding provisions of the Columbus City Codes, 1959; and to declare an emergency. ($2,203,907.00)
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase unleaded bulk fuel and universal credit card purchases for use by various City department vehicles; and
WHEREAS, a Universal Term contract (UTC) has been extended one year with Ordinance No. 0865-2011 for credit card purchases; and
WHEREAS, a contract has been established through the formal competitive bid process of Franklin County for bulk unleaded fuel purchases with Beem's BP Distribution Inc.; and
WHEREAS, the Fleet Management Division has a need to purchase unleaded bulk fuel and it is in the City's best interests to waive the competitive bidding requirements of the Columbus City Codes; 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 a purchase order for various fuel purchases, to ensure an uninterrupted fuel supply for City vehicles, including Police, Fire, and Refuse Collection Division vehicles, 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 a purchase order for the Fleet Management Division per the terms and conditions of the Franklin County Distribution contract as follows:
Beem's BP Distribution Inc
CC# 341906729 expires 08/04/2011
Unleaded gasoline
Object Level Three: 2280
Contract expires: 11/30/2011
Section 2. That the Finance and Management Director is hereby authorized to issue a purchase order for the Fleet Management Division contingent on the passage of Ordinance No. 0865-2011 with Voyager Fleet Systems contract as follows:
Voyager Fleet Systems Inc.
CC# 760476053 expires 11/11/2012
Credit card fuel services
Object Level Three: 2280
Contract expires: 07/31/2012
Section 3. That the expenditure of $2,203,907.00, or so much thereof that may be necessary in regard to the action authorized in Section 1 and 2, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2280
Amount: $2,203,907.00
Section 4. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the competitive bidding requirements be and are hereby are waived for the action authorized in Section 1 of this ordinance.
Section 5. 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, nor ten days after passage, if the Mayor neither approves nor vetoes the same.