Explanation
BACKGROUND: This ordinance authorizes the transfer of $91,559.00 within the Fleet Management Fund 513. Unencumbered balances from Services and Capital will be moved into Materials and Supplies so that appropriation levels will be sufficient to establish necessary purchase orders for parts for the Division of Fleet Mangement's usage. This ordinance will also authorize the Finance and Management Director to issue various purchase orders for parts, supplies and services. The expenditures authorized are from Universal Term Contracts and State Term Contracts. The Division of Fleet Management has successfully made an effort this year to reduce its reliance on outside services. As Fleet Management mechanics repair more of the fleet than outside contractors, it becomes necessary to move budgeted money from services to parts.
FISCAL: Unencumbered appropriation balances in Services and Capital will be transferred into Materials and Supplies. Purchase orders will be created so that Fleet Management will have access to parts and services needed to complete work orders through the remainder of this year. This ordinance does not increase Fleet Management's overall 2009 budget.
Emergency action is requested in order to ensure an uninterrupted supply of automotive parts, supplies and services thereby keeping all City vehicles in operation until the passage of the 2010 budget.
Title
To authorize the City Auditor to transfer appropriation of $91,559.00 within object levels of the Fleet Management Fund; to authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies and services for the Fleet Management Division per the terms and conditions of various Universal Term Contracts and State of Ohio Term contracts; to authorize the expenditure of $260,820.00 from the Fleet Management Fund; and to declare an emergency. ($260,820.00)
Body
WHEREAS, various Universal Term Contracts (UTCs) have been established through the formal competitive bid process by the Purchasing Office; and
WHEREAS, a State Term Contract is available for the purchase of automotive and truck tires; and
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need for automotive parts, supplies, and services from now until the passage of the 2010 budget; and
WHEREAS, an emergency exists in the daily operation of the Fleet Management Department in that it is immediately necessary to pass this ordinance as an emergency measure to allow the Fleet Management Division to have appropriation in the correct object level to establish purchase orders through the end of 2009 for the preservation of the public health, peace, property, safety, and welfare; now therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS, OHIO
Section 1. That the City Auditor is hereby authorized and directed to transfer appropriation within the Fleet Management Fund 513 as follows:
FROM:
Fund 513 Dept Div 45-05 OCA: 451347 Object Level 03: 3373 Amount $82,957.00
Fund 513 Dept Div 45-05 OCA: 451347 Object Level 03: 6652 Amount $8,602.00
TO: Fund 513 Dept-Div 45-05 OCA: 451347 Object Level 03: 2284 Amount $91,559.00
Section 2. 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:
McNeilus- FL003745
CC 411314526
HD Service
Object level 3373
Contract expires 9/30/10
ESEC- FL004086
CC 341285858
OEM truck parts
Object Level 2284
Contract Expires 9/30/10
NAPA-FL004081
CC 580254510 expires 3/7/10
Aftermarket parts
Object level 2284
Contract expires 6/30/10
Sutphen - FL004095
CC 310671786 expires 3/31/10
OEM Truck Parts
Object level 2284
Contract expires 9/30/10
Bob McDorman -FL003969
CC 310714139 expires 9/25/10
OEM parts and supplies
Object level 2284
Contract expires 3/31/10
Bell Equipment- FL003748
CC 381941706 expires 11/05/10
HD welding, fabrication and collision
Object level 2284
Contract expires 09/30/10
Fas Lube- FL004375
CC 314412774 expires 3/31/12
Preventive Maintenance automotive services
Object level 3373
Contract expires 03/31/12
Section 3. That the sum of $171,060.00 or so much thereof be necessary in regard to action authorized in Section 2, is hereby authorized to be expended as follows:
Division 45-05
Fund 513
OCA Code 451347
Object Level 1: 02
Object Level 3: 2284
Amount: $100,000.00
Division 45-05
Fund 513
Object Level 1: 03
Object Level 3: 3373
Amount: $71,060.00
Section 4. 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 2282
Contract expires 9/30/12
State Bid STS260
WD Tire Warehouse
CC 311138036 expires 8/19/10
Tires
Object level 2282
Contract expires 3/31/11
Section 5. That the sum of $89,760.00 or so much thereof as may be necessary, in regard to the action authorized in Section 4, 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: $89,760.00
Section 6. That for the reasons state in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.