Explanation
Background: The Purchasing Office bid Original Equipment Manufacturer (OEM) truck parts; however, eight necessary bidders did not bid on the line items established within the bid (Solicitation No. SA002995). Therefore this ordinance authorizes the Finance and Management Director to issue blanket purchase orders for OEM truck parts and supplies for the Fleet Management Division without the use of formal competitive bidding in order to establish a supply chain for these truck parts and to prevent a disruption of services provided by the City.
Purchasing, in cooperation with Fleet Management, is in the process of rebidding these items but it is critical to maintain a supply chain for these truck parts in order to continue operations while this rebidding process is under way. It is estimated the re-bid will be completed and Universal Term Contracts will be available before the end of this year.
Fiscal Impact: The Fleet Management Division 2008 operating budget contains approximately $4 million for the purchase of automotive parts and supplies. This ordinance authorizes the expenditure of $86,200.00. Fleet has spent $703,373.00 to date on its current contracts.
Emergency action is requested to ensure vendors are compensated for parts that need to be ordered while awaiting the re-bid.
Title
To authorize the Finance and Management Director to issue blanket purchase orders for OEM truck parts and supplies for the Fleet Management Division; to authorize the expenditure of $86,200.00 from the Fleet Management Services Fund; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency. ($86,200.00)
Body
WHEREAS, the purchase of OEM truck parts and supplies were formally bid by the Purchasing Division and did not receive enough responsive bidders for the Fleet Management Division to acquire adequate parts; and
WHEREAS, it is in the best interest of the City of Columbus to waive formal competitive bidding requirements for the purchase of these automotive parts and supplies; and
WHEREAS, formal bids were taken for these truck parts and supplies and not enough responsive bidders were found; 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 arrange for these part purchases until the formal bid process has been re-done and a vendor has been awarded the contract, 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 authorized to establish blanket purchase orders for OEM truck parts and supplies without benefit of formal competitive bidding provided the blanket purchase orders are certified from the Auditor's Certificate established by this ordinance.
SECTION 2. That the vendors and amounts for parts and supplies authorized by SECTION 1 of this ordinance will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OL3
Center City 31-1048371 03/11/10 2284
Southeastern Equipment 34-1503254 03/14/09 2284
Nortrax-Great Lakes 31-1160782 04/12/09 2284
WW Williams 31-1024851 09/08/10 2284
Burdick 31-1232766 06/20/09 2284
Bell Eqpt 38-1941706 12/01/08 2284
Franklin Equipment 42-1751501 09/03/10 2284
SECTION 3. That the sum of $86,200.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, 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: $86,200.00
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 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.