City of Columbus - File #: 0851-2009

• File #: 0851-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/8/2009
• In control: Finance & Economic Development Committee
• On agenda: 7/6/2009
• Final action: 7/8/2009
• Title: To authorize the Finance and Management Director to establish a purchase order with McGlaughlin Oil for greases and oils; to authorize the expenditure of $6,136.00 from the Fleet Services Fund; and to declare an emergency. ($6,136.00)

Date	Ver.	Action By	Action	Result
7/8/2009	1	CITY CLERK	Attest
7/7/2009	1	MAYOR	Signed
7/6/2009	1	Columbus City Council	Approved	Pass
7/6/2009	1	COUNCIL PRESIDENT	Signed
6/12/2009	1	Finance Drafter	Sent for Approval
6/12/2009	1	CITY AUDITOR	Reviewed and Approved
6/12/2009	1	CITY AUDITOR	Reviewed and Approved
6/12/2009	1	Finance Drafter	Sent for Approval
6/12/2009	1	EBOCO Reviewer	Reviewed and Disapproved
6/12/2009	1	EBOCO Reviewer	Sent for Approval
6/12/2009	1	ODI DIRECTOR	Reviewed and Approved
6/12/2009	1	Finance Drafter	Sent for Approval
6/12/2009	1	CITY ATTORNEY	Reviewed and Approved
6/12/2009	1	Finance Drafter	Sent to Clerk's Office for Council
6/11/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved
6/11/2009	1	FINANCE DIRECTOR	Reviewed and Approved
6/11/2009	1	FINANCE DIRECTOR	Reviewed and Approved
6/10/2009	1	Finance Drafter	Sent for Approval
6/10/2009	1	Finance Reviewer	Reviewed and Approved
6/9/2009	1	Finance Drafter	Sent for Approval
6/9/2009	1	Finance Reviewer	Reviewed and Approved

Explanation

BACKGROUND: This ordinance authorizes the Finance and Management Director to establish a purchase order with McGlaughlin Oil for payment of invoice 135966 for $6,136.00. The Purchasing Office had established contract FL003542 for automotive oils and greases with McGlaughlin Oil. This contract expired on March 31, 2009.  There remains a document balance of $156.25; however, this is insufficient to cover the amount of the final invoice.

Fleet Management spent almost $5 million dollars in 2008 for materials and supplies.  Fleet Management does have a system in place which verifies available appropriations prior to authorizing expenditures. Still, with such high volume occasional errors are made.  Fleet Management will remain diligent in monitoring and by taking necessary steps to ensure that these rare mishaps become rarer still.

The McGlaughlin Oil Company:  CC#314412774 (Expires 8-5-10)

Title

To authorize the Finance and Management Director to establish a purchase order with McGlaughlin Oil for  greases and oils; to authorize the expenditure of $6,136.00 from the Fleet Services Fund; and to declare an emergency. ($6,136.00)

Body

WHEREAS, Purchase order FL003542 established a contract with McGlaughlin Oil for $30,000 ending March 30, 2009; and

WHEREAS, an unanticipated invoice for $6,136.00 was received on March 25, 2009 while the available balance was only $156.25; and

WHEREAS, the greases and oils current contract was awarded to another vendor but this invoice remains outstanding and must be paid; 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 authorize the Finance and Management Director  to establish a purchase order for final payment of an invoice from McGlaughlin Oil; 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 establish a purchase order with McGlaughlin Oil for payment of a final invoice from contract FL003542.

Section 2. That the expenditure of $6,136.00, or so much thereof that may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved as follows:

Division 45-05

Fund: 513

OCA code: 451347

Object Level:01  02

Object Level : 03: 2281

Amount: $ 6,136.00

Section 3. That the monies in the foregoing Section 2 shall be paid upon order of the Finance and Management Director, and that no order shall be drawn or money paid except by voucher, the form which shall be approved by the City Auditor.

Section 4. That for the 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 days after passage if the Mayor neither approves nor vetoes the same.