Explanation
Background: This ordinance authorizes 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).
The vendors listed herein are local makers and distributors of vehicle equipment and parts, or the local authorized dealers for manufacturer's parts, or the only authorized facility to perform manufacturer or warranty repairs within a geographic area (City of Columbus, Franklin County).
Though attempts have been made to formally bid many of these parts and services; 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. The Division is in the process of formally bidding out all of these services except for those performed by Northwest MFG who still insist on not participating in the City's bidding process. We anticipate that it will take at least three months to have the formal bids completed.
Fiscal Impact: The Fleet Management Division 2008 operating budget contains $9.3 million for the purchase of automotive parts, supplies, and services. This ordinance authorizes an expenditure of $72,000 for sole source automotive parts, supplies, and services. Expenditures for similar items were $400,000 in 2007.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet.
Title
To authorize the Finance and Management Director to issue blanket purchase orders for the Fleet Management Division for automotive equipment parts, and supplies with various vendors; to authorize the expenditure of $72,000 from the Fleet Management Services Fund; and to declare an emergency. ($72,000)
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 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 Finance and Management Department, Fleet Management Division, 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 is hereby authorized to establish blanket purchase orders for sole source automotive equipment parts, supplies, and services in accordance with Section 329.07(e) of the Columbus City Codes, 1959, 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
Northwest MFG 810378492 03/01/09 2284
FYDA Freightliner 310789102 11/14/08 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
Nortrax 311160782 04/12/09 3373
Sutphen Corporation 310671786 03/03/10 3373
Section 4. That the expenditure of $72,000, 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 $12,000
3373 $60,000
Object Level One Total $72,000
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.