Explanation
Background: This ordinance authorizes the Finance and Management Director to issue blanket purchase orders for various automotive equipment, parts, supplies, and services for the Fleet Management Division. The vendors included in this ordinance are sole source for various vehicle parts and services.
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 sole source vendors listed herein are 1) local makers and distributors of vehicle equipment and parts, 2) the local authorized dealers for manufacturer's parts, or 3) the only authorized facility to perform manufacturer or warranty repairs within a geographic area (City of Columbus, Franklin County).
Attempts have been made to formally bid many of these parts and services. However, 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.
Fee/pricing structure is determined by the vendor at the time of repair or acquisition of the part due to the exclusive nature of being the sole authorized dealer.
This ordinance also establishes purchase orders with several vendors for services already provided. These services were authorized without a proper encumbrance in place.
Fiscal Impact: The Fleet Management Division 2011 operating budget contains $5.5 million for the purchase of automotive parts, supplies, and services. This ordinance authorizes an expenditure of $222,976.21 for sole source automotive parts, supplies, and services.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet, including for Safety and Refuse vehicles.
Title
To authorize the Finance and Management Director to issue blanket purchase orders for various automotive equipment parts, supplies and services with various vendors in accordance with the sole source provisions of the Columbus City Codes, to authorize the expenditure of $222,976.21 from the Fleet Management Services Fund; and to declare an emergency. ($222,976.21) (AMENDED BY ORDINANCE 1521-2011 PASSED 10/06/11)
Body
WHEREAS, the purchase of various automotive parts, supplies and services cannot be reasonably anticipated for all vehicles and motorized equipment maintained by the Fleet Management Division; 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 known as Columbus of Columbus, Franklin County; and
WHEREAS, two vendors have outstanding invoices from 2010 for parts and services which were provided without a proper encumbrance in place; 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 exist in the usual daily operations of the Fleet Management Division, Finance and Management Department, and in that it is immediately necessary to arrange for the purchase of various sole source automotive equipment parts, supplies and services to maintain 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 be and hereby is authorized and directed to establish blanket purchase orders for sole source automotive equipment parts, supplies, and services according to Section 329.07(e), Sole Source Procurement, 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 for automotive parts, supplies, accessories and services will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES
Riley & Associates Inc 310972803 2/18/2012
Lincoln Industrial 522361769 11/30/2011
Contract Sweepers & Equipment 310780604 5/10/2012
Horton Equipment 352018529 06/04/2012
Vogelpohl Fire Equipment 611166058 3/10/2013
CJM Solutions 261100583 4/24/2011
Ohio Machinery/dba Ohio Cat 340672363 09/22/2011
HD Industries Inc. 752117282 05/13/2012
Fyda Freightliner Columbus Inc. 310789102 09/22/2012
McNeilus Truck & Manufacturing Co 411314526 09/14/2011
All Point System Ltd 341953382 10/30/2011
Section 3. That the expenditure of $71,000.00, or so much thereof as may be needed, as authorized in Section 1 above, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department No. 45-05, OCA Code 451347 Object Level One: 02 Object Level Three: 2284, Amount $71,000.00.
Section 4. That the expenditure of $150,000.00, or so much thereof as may be needed, as authorized in Section 1 above, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department 45-05, OCA Code 451347, Object Level One: 03, Object Level Three: 3373, Amount $150,000.00
Section 5. To authorize the Director of Finance and Management to establish purchase orders for parts and services rendered by two vendors during 2010. Valley National Gasses contract expired November 2010 and was not extended. Due to a miscommunication, there were several purchases made after that date. Contract Sweepers had performed service work after the depletion of allocated funding.
Section 6. That the sum of $1,976.21 or so much thereof as may be necessary in regard to the action authorized in Section 5, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2290
Amount: $647.67
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2284
Amount: $921.94
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 03
Object Level Three: 3373
Amount: $406.60
Section 7. 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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.