Explanation
Background: This ordinance authorizes and directs the Finance and Management Director to issue blanket purchase orders for various sole source automotive equipment parts, supplies, and services for the Fleet Management Division.
The vehicles needing these parts and services are specific to particular duties. For emergency services, refuse collection, snow removal and related services, repair work must be done to meet the division's needs to keep this equipment operational within a minimal amount of time (sometimes less than 24 hours).
These 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.
Fee/pricing structure is determined by the vendor at the time of repair or acquisition of the part due to the exclusive nature of being the sole authorized dealer.
Fiscal Impact: The Fleet Management Division 2007 operating budget contains $5.4 million for the purchase of automotive parts, supplies, and services. This ordinance authorizes an expenditure of $187,500 for sole source automotive parts, supplies, and services. Expenditures for similar items were $201,000 in 2006.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet.
Title
To authorize and direct the Finance and Management Director to issue blanket purchase orders for various automotive equipment parts, supplies, and services according to the Columbus City Code provision for sole source procurement for the Fleet Management Division, to authorize the expenditure of $187,500 from the Fleet Management Services Fund; and to declare an emergency. ($187,500)
Body
WHEREAS, the Fleet Management Division often advertises formal bids for various automotive equipment parts, supplies, and services, 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 of 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, 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, 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 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 and amounts for automotive parts, supplies, accessories and services will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OBJECT LEVEL
THREE CODE
Advantech 202190846 6/08/08 2284
Columbus Truck 314370872 7/18/08 2284
Finley Fire 310816583 3/8/09 2284
HD Industries 752117282 2/03/08 2284
Speedway Wrecker 201481848 2/05/09 2284
Triad Fire 311295929 8/31/08 2284
Utility Truck 310989420 1/25/08 2284
Vogelpohl Fire 611166058 9/12/08 2284
Vermeer of Southern 363116243 6/04/08 2284
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
Century Equipment 344478146 07/23/07 3373
Center City Int'l 311048371 4/30/08 3373
Columbus Truck 314370872 06/24/07 3373
ESEC 341285858 09/21/08 3373
Jack Doheny 383148955 05/25/08 3373
Nortrax 311160782 06/18/07 3373
Sutphen Corporation 310671786 10/07/07 3373
Vermeer of Southern 363116243 6/04/08 3373
Section 4. That the expenditure of $187,500, or so much thereof as may be needed, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department No. 4505, OCA Code 451347 Object Level One 02 and Object Level One 03 as follows, to pay the cost thereof:
Object Level Three Code Amount
2284 $ 19,000
3373 $168,500
Object Level One Total $187,500
Section 5. 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.