Explanation
Background: This ordinance authorizes and directs the Finance Director to issue blanket purchase orders for various automotive equipment parts, supplies and accessories, as well as repair services, for the Fleet Management Division without the use of formal competitive bidding. Given the diversity of the City's fleet, and the complexity of today's vehicles, it is not possible to anticipate all parts and service requirements. Because these various automotive parts and services are not available from Universal Term Contracts (UTC's) and because these parts and services must be procured within a short period of time, formal competitive bidding cannot always be accomplished. However, to ensure the best possible service prices, the Fleet Management Division solicits quotes by phone or in writing.
Fiscal Impact: This request is for $505,000.00. The amounts are based on historical costs for like items and services and the division's estimate of needs for the next four months of 2004. Expenditures for like items and time frames were $739,000.00 in 2003 and $702,000.00 in 2002. Ordinance 0204-2004 passed Council on February 23, 2004, authorized $722,000 for similar automotive parts and services.
Emergency action is requested to ensure uninterrupted parts deliveries and service repairs in order to maintain the City's rolling stock and subsequent prompt payments to suppliers.
Title
To authorize and direct the Finance Director to issue blanket purchase orders for various automotive equipment parts, supplies, accessories and services for the Fleet Management Division, to authorize the expenditure of $505,000.00 from the Fleet Maintenance Fund, to waive the competitive bidding requirements of the Columbus City Codes, and to declare an emergency. ($505,000.00)
Body
WHEREAS, various automotive equipment parts, supplies, accessories and services are not available on Universal Term Contracts (UTC's), and
WHEREAS, given the diversity of the City's vehicle fleet, the Fleet Management Division cannot reasonably anticipate all automotive parts and service requirements, and
WHEREAS, it is in the best interest of the City of Columbus to waive formal competitive bidding requirements for the purchase of various automotive equipment parts, supplies, accessories and services, and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division, Public Service Department, in that it is immediately necessary to arrange for the purchase of various automotive equipment parts, supplies, accessories and services to ensure timely maintenance is performed to minimize down time to the City's vehicle fleet thereby preserving the public health, peace, property, safety, and welfare, now, in which the emergency is set forth and defined in a preamble thereto, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance Director be and hereby is authorized and directed to establish various blanket purchase orders for automotive equipment parts, supplies, accessories and services without benefit of formal competitive bidding 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 and no single purchase exceeds $20,000.00.
Section 2. That the vendors and amounts for parts, supplies and accessories will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OBJECT LEVEL
THREE CODE
Ace Truck Body 310936828 10/16/05 2284
Buckeye Power Sales 314365080 03/31/07 2284
Burdick Equipment Co 311232766 01/15/06 2284
Classic Solutions 310968164 01/12/06 2284
Consolidated Elect Dist 952563864 07/15/05 2284
Contract Sweepers 310780604 06/12/05 2284
Graham Ford 340901877 01/15/06 2284
Grainger 361150280 08/09/05 2288
J & M Auto Parts 311618481 01/15/06 2284
Keys Plus 301421108 02/02/05 2288
Motrim Inc 310670971 05/24/07 2284
OKI Systems 311522345 06/21/05 2284
Ohio Cat 340672363 06/05/06 2284
Principal Truck 341658635 04/22/07 2284
Rim & Wheel 311146717 02/19/05 2284
Tech Source 270528341 09/25/06 2288
United Landmark 200342040 05/21/07 2288
Utility Truck 310989420 02/13/05 2284
White Acres Imp 310910055 11/27/04 2284
Section 3. That the vendors and amounts for automotive services will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES OBJECT LEVEL
THREE CODE
American Automatic 310994510 01/31/05 3373
B & C Communications 311736030 04/11/05 3373
Blackburn's Fabrication 311446789 01/18/05 3373
Byers Chevrolet 314139860 01/12/06 3373
Capitol City Cylinder 311160791 01/15/06 3373
Center City International 311048371 09/12/05 3373
Columbus Peterbilt 341285858 09/17/06 3373
Contract Sweepers 310780604 06/12/05 3373
Hydro Supply 311065617 02/15/05 3373
McNeilus Truck 411314526 05/17/07 3373
Nobles Inc 310787367 02/14/05 3373
Sutphen Corporation 310671786 9/28/04 3373
Wilson's Auto Service 310668047 02/19/05 3373
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 the expenditure of $505,000.00, or so much thereof as may be needed, is hereby authorized and directed to be expended from the Fleet Management Fund 513, Department No. 59-05, OCA Code 591347, Object Level One 02 and 03 as follows, to pay the cost thereof:
Object Level Three Code Amount
2284 $ 202,000.00
2288 $ 23,000.00
Object Level One 02 Total $225,000.00
3373 $ 280.000.00
Object Level One 03 Total $505,000.00
Section 6. 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.