Explanation
Background: The Department of Finance and Management Fleet Division has a need for services to aide in the repair and upkeep of City-owned vehicles. The Department of Finance and Management has established a Universal Term Contracts (UTC) with Heritage Fire (PA004592 - Exp 9/30/2023, PA006291 - Exp. 1/31/2025), Cummins & Rush (PA004828 - Exp. 9/30/2023, PA005477 - Exp. 10/31/2023, PA006093 - Exp. 9/30/2024, PA005520- Exp. 10/31/2024) for automotive repair. The Department of Finance and Management Fleet Division has already incurred near the single-year expenditures limit of $100,000 from purchase orders established in accordance with the UTCs with each vendor.
This ordinance authorizes the purchase of more than $100,000 from each of these individual UTCs by a single agency and authorizes the Finance and Management Director to associate all general budget reservations resulting from this ordinance to the current and future UTC purchase agreements. For each Heritage Fire, Cummins & Rush the allotted max expenditure will be $200,000 for the division of Fleet Management.
Principal Parties:
Heritage Fire Equipment, LLC - Vendor #024589 , Certification #CC-024589 Exp. 11/01/2023
Rush Truck Centers of Ohio, Inc.Vendor #008512, Certification #CC-008512, Exp. 07/06/2025
Cummins Inc, Vendor#033021, Certification #Pending Renewal
Emergency Justification: Emergency legislation is required to ensure uninterrupted supply of automotive repair services, thereby keeping City owned vehicles in operation, including Police, Fire and Refuse Collection vehicles.
Fiscal Impact: The money for these repairs is already budgeted in the Fleet Management budget, this ordinance permits Fleet Management to increase the amount they are expending from the Fleet Operating Budget on the citywide UTCs.
Title
To authorize the Finance and Management Director, on behalf of Fleet Management to allow the expenditure of more than $100,000 per vendor for automotive repair services and establish purchase orders in accordance with the terms and conditions of the citywide Universal Term Contract; to increase the UTC expenditure with each Heritage Fire, Cummins & Rush to $200,000 for the division of Fleet Management; and to declare an emergency.
Body
WHEREAS, it is necessary to allow the Division of Fleet Management to continue to make purchase orders utilizing the 2023 Fleet Management Operating Budget for automotive repair services with Heritage Fire, Cummins and Rush beyond the allotted $100,000.00 per agency; and
WHEREAS, the automotive repair services will be purchased in accordance with the UTCs that have been established with Heritage Fire (PA004592 - Exp 9/30/2023, PA006291 - Exp. 1/31/2025), Cummins & Rush (PA004828 - Exp. 9/30/2023, PA005477 - Exp. 10/31/2023, PA006093 - Exp. 9/30/2024, PA005520- Exp. 10/31/2024); and
WHEREAS, City Code 329.19 (g) requires City Council approval for purchases in excess of $100,000 from an individual universal term contract by a single agency; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance & Management, Fleet Management Division, in that it is immediately necessary to increase the allotted amount to for Fleet Management to expend with Heritage, Rush & Cummins off of the citywide UTCs to ensure uninterrupted automotive repair services in order to ensure uninterrupted supply of automotive repair services, thereby keeping City owned vehicles in operation, including Police, Fire and Refuse Collection vehicles, all for the immediate preservation of 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 Director of Finance and Management, on behalf of the Fleet Management, is hereby authorized to associate all general budget reservations resulting from this ordinance for automotive repair services and establish purchase orders in accordance with the terms and conditions of the citywide Universal Term Contract on file in the Purchasing Office.
SECTION 2. That the expenditure maximum from the Fleet Management Operating Fund for 2023 off of the UTCs for Heritage Fire, Cummins & Rush will be $200,000 per vendor for the division of Fleet Management. .
SECTION 3. That City Council approves the purchases of more than $100,000.00 from the listed individual universal term contracts by a single agency.
SECTION 4. 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 legislation.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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 or ten (10) days after passage if the Mayor neither approves nor vetoes the same.