Â…Explanation
This ordinance authorizes the Finance and Management Director to create various purchase orders for automotive parts and services on behalf of the Fleet Management Division in order to repair and service City vehicles and to properly respond to planned but unexpected emergencies that may arise with respect to the maintenance and repair of various City vehicles. During 2014, the Fleet Management Division is budgeted to spend in excess of $4.3 million for parts and over $1.3 million for services to keep the City's fleet of approximately 6,000 vehicles in operation. Fleet Management processes over 40,000 work orders annually for all City vehicles and equipment and requires purchase orders with over 400 vendors to help meet this need.
Additionally, despite these best and planned efforts, when a vehicle repair becomes necessary there may not be a purchase order or contract in place with the appropriate vendor for the needed part or service. If the needed parts or service are of an emergency nature, there may not be time to procure such commodities through the City's competitive bidding process so this ordinance also authorizes the Finance and Management Director to establish contracts and purchase orders in emergency situations only with those vendors necessary to provide the part or repair service needed and to waive the competitive bidding provisions of Columbus City Code section 329.07. However, all best efforts will be used to identify the appropriate vendors with the necessary skills to provide the needed part or service as the lowest cost to the City.
Fiscal Impact: The Fleet Management Division 2014 operating budget contains over $5.6 million for the purchase of automotive parts, supplies, and services. This legislation authorizes an expenditure of $1,915,000.00 with various vendors to purchase automotive parts, supplies, and services.
Emergency action is requested to ensure an uninterrupted supply of vehicle parts, supplies, and services, thereby keeping City owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles. This ordinance is contingent on passage of the 2014 operating budget.
Title
To authorize the Finance and Management Director to establish various purchase orders for automotive parts, supplies, and services for the Fleet Management Division per the terms and conditions of various previously established Universal Term Contracts and to authorize the expenditure of $1,615,000.00 from the Fleet Management Fund for same; additionally to authorize the expenditure of $300,000.00, also from the Fleet Management Fund for emergency repairs, services, and parts, and to waive the competitive bidding provisions of Columbus City Codes, 1959 for these emergency repairs, services, and parts; and to declare an emergency. ($1,915,000.00)
Body
WHEREAS, various Universal Term Contracts (UTC) have been established through the formal competitive bidding process of the Purchasing Office; and
WHEREAS, the Finance and Management Department, Fleet Management Division has a need to purchase automotive parts, supplies, and services for motorized equipment; and
WHEREAS, it is also necessary to establish emergency funding for various unforeseen reparts, services and parts; and
WHEREAS, it is necessary to establish contracts and purchase orders in emergency situations only with those vendors necessary to provide the part or repair service needed and to waive the competitive bidding provisions of Columbus City Code section 329.07; 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 various purchase orders for automotive parts, supplies, and services for the repair of approximately 6,000 City 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 purchase orders for the Fleet Management Division, per the terms and conditions of Universal Term Contracts for automotive parts and services, as follows:
Bell Equipment- CC# 381941706 expires 02/21/14; FL005398 expires 09/30/14, Annual expenditure projection: $125,000.00 (parts)
ESEC Corporation-CC# 341285858 expires 05/16/2014; Contract FL005397 expires 09/30/14, Annual expenditure projection: $160,000.00 (parts)
Genuine Parts/NAPA- CC# 580254510 expires 11/05/2015; Contract FL005246 expires 06/30/14, Annual expenditure projection: $650,000.00 (parts)
Refuse Parts Depot - CC# 273577270 expires 09/03/14 Contract FL005394 expires 09/03/14, Annual expenditure projection: $200,000.00 (parts)
Automotive Distributors Company Inc. - CC# 311145093 expires 10/25/14. Contract FL005386 expires 09/30/14, Annual expenditure projection: 125,000.00 (parts)
Four O Corporation - CC# 310715158 expires 01/14/2013; Contract FL004311 expires 07/31/14, Annual expenditure projection: $125,000.00 (supplies)
Fas Lube - CC# 314412774 expires 05/31/14; Contract FL005523 expires 08/31/14, Annual expenditure projection: $100,000.00 (service)
Treadway Service LLC- CC# 264391502 expires 02/05/15; Contract FL005524 expires 03/31/15, Annual expenditure: 130,000.00 (service)
Section 2. That the sum of $1,615,000.00, 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
OCA Code: 451347
Obj level 1: 02
Object level 03: 2284
Amount: $1,260,000.00
Division: 45-05
OCA 451347
Obj level 1:02
Object level 03: 2281
Amount: $125,000.00
Division: 45-05
OCA Code: 451347
Obj level 1: 03
Object level 03: 3373
Amount: $230,000.00
Section 3. 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: $150,000.00
Dept/Div: 45-05
Fund: 513
OCA: 451347
Object level one: 03
Object level three: 3373
Amount: $150,000.00
Section 4. That the competitive bidding provisions of Columbus City Codes Section 329.07 are hereby waived in regard to the action authorized in Section 3.
Section 5. 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 6. 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 7. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.