Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders with various vendors from previously established Universal Term contracts for automotive parts and supplies. These companies are not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract to the Auditor of State unresolved findings for recovery certified search.
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. 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.
Genuine Parts/NAPA- Contract Compliance Number is: 58-0254510 expires 11/05/2015
Glockner Oil Company - Contract Compliance Number is: 31-1004796 expires 6/26/16
Bob Sumerel Tire Company - Contract Compliance Number is: 31-0807676 expires 10/9/14
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 $745,000.00 with various vendors to purchase automotive parts, supplies, and services.
Emergency action is requested to ensure an uninterrupted supply of vehicle parts and supplies, thereby keeping City owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles.
Title
To authorize the Finance and Management Director to establish various purchase orders for automotive parts and supplies for the Fleet Management Division per the terms and conditions of previously established Universal Term contracts and to authorize the expenditure of $585,000.00 from the Fleet Management Fund for same; to authorize the expenditure of $160,000.00, also from the Fleet Management Fund, for emergency vehicle repairs and services, to waive the competitive bidding provisions of Columbus City Code only for these emergency repairs, services, and parts; and to declare an emergency. ($745,000.00)
Body
WHEREAS, various Universal Term Contracts (UTC) Contracts 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 and supplies for motorized equipment; and
WHEREAS, it is also necessary to establish emergency funding for various unforeseen repairs and services; 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 Chapter 329; 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 purchase orders for automotive parts to ensure uninterrupted supply for 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 previously established Universal Term Contracts for automotive parts, as follows:
Genuine Parts/NAPA- CC#: 58-0254510, expires 11/05/2015; Contract FL005246 expires 6/30/15, expenditure projection: $300,000 (Parts)
Glockner Oil Company - CC#: 31-1004796, expires 6/26/2016; Contract FL005939 expires 6/30/16, expenditure projection: $100,000 (Oil)
Bob Sumerel Tire Company - CC#:31-0807676, expires 10/9/2014; Contract FL005973 expires 9/30/16, expenditure projection: $185,000 (Tires)
SECTION 2. That the sum of $585,000.00, 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: $300,000.00
Division: 45-05
OCA Code: 451347
Obj level 1: 02
Object level 03: 2281
Amount: $100,000.00
Division: 45-05
OCA Code: 451347
Obj level 1: 02
Object level 03: 2282
Amount: $185,000.00
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 follows:
Division: 45-05
OCA Code: 451347
Obj level 1: 02
Object level 03: 2284
Amount: $110,000.00
Dept/Div: 45-05
Fund: 513
OCA: 451271
Object level one: 03
Object level three: 3373
Amount: $50,000.00
SECTION 4. That the competitive bidding provisions of Columbus City Code Chapter 329 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 to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, nor ten days after passage, if the Mayor neither approves nor vetoes the same.