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 MPC Investments LLC (Speedway LLC, SuperFleet), unleaded bulk fuel with Beem's BP Distribution, and diesel/biodiesel with Central Ohio Farmers for the Fleet Management Division. 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. Universal Term Contract have previously been authorized by City Coucnil for Central Ohio Farmers Co-Op, Voyager Fleet Systems, and MPC Investments LLC (Speedway LLC, SuberFleet).
This ordinance also waives the competitive bidding process of the Columbus City Codes, in order to allow the continued use of Franklin County's contract with Beem's BP Distribution. This will allow uninterrupted unleaded fuel at the lowest possible price. 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; however, this County contract was competitively bid and it is the City's best interests to purchase from it as better pricing is not anticipated by bidding separately. Accordingly, the competitive bidding provisions of the City Codes must be waived in order to participate in this Franklin County Commissioners contract.
This ordinance also authorizes the Finance and Management Director to establish purchase orders and expend funds for automotive and truck parts with Genuine Auto Parts/NAPA under the terms and conditions of a previously established universal term contract.
This ordinance also authorizes the Finance and Management Director to establish purchase orders with various Fleet Management vendors for emergency parts.
Voyager Fleet Systems Inc. CC#: 760476053, Exp: 02/10/2013
MPC Investments LLC (Speedway LLC, SuperFleet), CC#: 271287018, Exp: 05/21/2014
Beem's BP Distribution, CC#: 341906729, Exp: 01/03/2014
Central Ohio Farmers Co-op, CC#: 311717226, Exp: 08/23/2013
Genuine Auto Parts/NAPA, CC# 580254510, Exp: 11/28/2013
Fiscal Impact: This legislation authorizes the appropriation and expenditure of $1,007,713.00 with various vendors to purchase vehicle fuel, vehicle fueling services, as well as automotive parts, supplies, and services. This legislation is contingent on the passage of the 2012 Citywide Third Quarter Review transfer, Ordinance 2623-2012.
Emergency action is requested to ensure an uninterrupted supply of diesel, biodiesel, bulk unleaded and credit card fuel purchases, as well as automotive and truck parts, supplies and services. The fuel is used by all City vehicles, including Police, Fire and Refuse Collection vehicles.
Title
To authorize and direct the Finance and Management Director to issue purchase orders with Central Ohio Farmers Co-Op, Beem's BP Distribution, Voyager Fleet Systems, and MPC Investments LLC (SuperFleet) for the provision of automobile fuel; to waive the competitive bidding provisions of the Columbus City Codes, 1959 with respect to the purchase of fuel from Beem's BP Distribution; to authorize the Finance and Management Director to issue purchase orders with Genuine Auto Parts/NAPA, per the terms and conditions of a Universal Term Contract; to authorize the Finance and Management Director to issue purchase orders with various Fleet Management vendors for emergency parts; to authorize the expenditure of $1,007,713.00; and to declare an emergency. ($1,007,713.00)
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase diesel, biodiesel, unleaded bulk fuel and universal credit card purchases for use by various City departments including Police, Fire and Refuse Collection; and
WHEREAS, a contract has been established through the formal competitive bidding process of Franklin County for bulk unleaded fuel purchases with Beem's BP Distribution Inc.; and
WHEREAS, a universal term contract has been established for diesel and biodiesel fuel with Central Ohio Farmers Co-Op; and
WHEREAS, the Fleet Management Division has a need to purchase unleaded bulk fuel from a competitively bid Franklin County Commissioners contract, and it is in the City's best interests to waive the competitive bidding requirements of the Columbus City Codes in order to purchase from this contract to benefit from the pricing of this contract; and
WHEREAS, an additional purchase order with Genuine Auto Parts/NAPA is necessary for automotive parts based on a Universal Term Contract; and
WHEREAS, it is necessary to reserve emergency funding for various unforeseen parts and service expenditures; 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 tire, automotive and truck parts and various fuel purchases, to ensure uninterrupted 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 01/03/2014
Unleaded gasoline
Object Level Three: 2280
Contract expires: 11/30/2013
Section 2. That the Finance and Management Director is hereby authorized to issue purchase orders for the Fleet Management Division with Voyager Fleet Systems and MPC Investments LLC (SuperFleet) contracts as follows:
Voyager Fleet Systems Inc.
CC# 760476053, expires 02/10/2013
Credit card fuel services
Object Level Three: 2280
Contract expires: 02/10/2013
MPC Investments LLC (SuperFleet)
CC# 271287018, expries 05/21/2014
Credit card fuel services
Object Level Three: 2280
Contract expires: 05/21/2014
Section 3. That the expenditure of $607,713.00, or so much thereof that may be necessary in regard to the actions authorized in Sections 1 and 2 above, be and is hereby authorized and approved as follows:
Dept/Div: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2280
Amount: $607,713.00
Section 4. That the Finance and Management Director is hereby authorized to issue a purchase order for the Fleet Management Division from a Universal Term contract as follows:
Central Ohio Farmers Co-Op
CC# 311717226, expires 08/23/2013
diesel, biodiesel
Object level three: 2286
Contract expires 03/31/2014
Amount $200,000.00
Section 5.That the sum of $200,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 4 above, is hereby authorized to be expended as follows:
Dept/Div: 45-05
Fund: 513
OCA Code 451347
Object Level One: 02
Object Level Three: 2286
Amount $200,000.00
Section 6. That the Finance and Management Director is hereby authorized to issue a purchase order for the Fleet Management Division for vehicular parts from a Universal Term contract as follows:
Genuine Auto Parts/NAPA
CC# 580254510, expires 11/28/2013
auto parts
Object level three: 2284
Contract expires 06/30/2014
Amount $100,000.00
Section 7. That the sum of $100,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 6 above, is hereby authorized to be expended as follows:
Dept/Div: 45-05
Fund: 513
OCA Code 451347
Object Level One: 02
Object Level Three: 2284
Amount $100,000.00
Section 8. That the Finance and Management Director is hereby authorized to issue purchase orders with various vendors on behalf of the Fleet Management Division in order to repair City vehicles in emergency situations as follow:
Dept/Div: 45-05
Fund: 513
OCA: 451347
Object level one: 02
Object level three: 2284
Amount: $100,000.00
Section 9. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
Section 10. 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 11. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
Section 12. 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.