..Explanation
Background: This ordinance authorizes and directs the Finance Director to issue blanket purchase orders for various automotive equipment parts, supplies and accessories, as well as repair services, for the Fleet Management Division without the use of formal competitive bidding. Given the diversity of the City's fleet, and the complexity of today's vehicles, it is not possible to anticipate all parts and service requirements. Because these various automotive parts and services are not available from Universal Term Contracts (UTC's) and because these parts and services must be procured within a short period of time, formal competitive bidding cannot always be accomplished. However, to ensure the best possible service prices, the Fleet Management Division solicits quotes by phone or in writing.
Fiscal Impact: This request is for $105,000.00. Expenditures for like items and time frames, August through October were $95,000.00 in 2003 and $87,000.00 in 2002. Ordinance 1008-2004 passed Council on July 1, 2004, authorized $605,000 for similar automotive parts and services.
Emergency action is requested to ensure uninterrupted parts deliveries and service repairs in order to maintain the City's rolling stock.
Title
To authorize and direct the Finance Director to issue blanket purchase orders for various automotive equipment parts, supplies, accessories and services for the Fleet Management Division, to authorize the expenditure of $105,000.00 from the Fleet Maintenance Fund, to waive the competitive bidding requirements of the Columbus City Codes, and to declare an emergency. ($105,000.00)
Body
WHEREAS, various automotive equipment parts, supplies, accessories and services are not available on Universal Term Contracts (UTC's), and
WHEREAS, given the diversity of the City's vehicle fleet, the Fleet Management Division cannot reasonably anticipate all automotive parts and service requirements, and
WHEREAS, it is in the best interest of the City of Columbus to waive formal competitive bidding requirements for the purchase of various automotive equipment parts, supplies, accessories and services, and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division, Public Service Department, in that it is immediately necessary to arrange for the purchase of various automotive equipment parts, supplies, accessories and services to ensure timely maintenance is performed to minimize down time to the City's vehicle fleet thereby preserving the public health, peace, property, safety, and welfare, now, in which the emergency is set forth and defined in a preamble thereto, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance Director be and hereby is authorized and directed to establish various blanket purchase orders for automotive equipment parts, supplies, accessories and services without benefit of formal competitive bidding 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 and no single purchase exceeds $20,000.00.
Section 2. That the vendors and amounts for parts, supplies and accessories will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OBJECT LEVEL
THREE CODE
Carquest of Simplex 311475986 06/20/06 2284
Driveline 1 311353823 11/10/06 2284
FYDA Freightliner 310789102 11/27/05 2284
Hersh Packing 310743184 08/19/07 2284
Machinery & Tool 314415854 05/23/05 2284
Redneck Trailer 431164951 09/07/07 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
Byers Chevrolet 314139860 01/12/06 3373
Cummins Bridgeway 113658572 04/25/06 3373
McNeilus Truck 411314526 05/17/07 3373
Wilson's Auto Service 310668047 02/19/05 3373
Section 4. That in accordance with Section 329.27 of the Columbus City Codes, the Columbus City Council finds it in the best interest of the City of Columbus to waive formal competitive bidding requirements as they pertain to the action authorized in Section 1 of this ordinance and that Sections 329.06 and 329.07 of the Columbus City Codes are hereby waived.
Section 5. That the expenditure of $105,000.00, or so much thereof as may be needed, is hereby authorized and directed to be expended from the Fleet Management Fund 513, Department No. 59-05, OCA Code 591347, Object Level One 02 and 03 as follows, to pay the cost thereof:
Object Level Three Code Amount
2284
Object Level One 02 Total $ 30,000.00
3373
Object Level One 03 Total $ 75,000.00
Section 6. 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.