Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders with Ricart Properties, for Ford OEM automotive parts. The City of Columbus bid and successfully awarded Ricart Properties (FL005813). This Ordinance will also authorize the Finance and Management Director to establish purchase orders with Genuine Parts/NAPA for the purchase of aftermarket auto parts under the extension of contract FL005246. 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.
Ricart Properties Contract Compliance Number is: 31-1282546 expires 10/11/2014
Genuine Parts/NAPA- Contract Compliance Number is: 58-0254510 expires 11/05/2015
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 $650,000.00 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.
Title
To authorize the Finance and Management Director, on behalf of Fleet Management Division, to issue purchase orders with Ricart Properties for Ford OEM automotive parts and Genuine Parts/NAPA for the purchase of aftermarket auto parts and to authorize the expenditure of $550,000.00 form the Fleet Management Fund for the same; to authorize the expenditure of $100,000.00, also from the Fleet Management Fund, for emergency repairs, services, and parts, and to waive the competitive bidding provisions of Columbus City Codes, 1959 only for these emergency repairs, services, and parts; and to declare an emergency. ($650,000.00)
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase various Ford OEM automotive parts and aftermarket auto parts for use by various City departments including: Police, Fire and Refuse Collection; and
WHEREAS, the Purchasing Division has bid under solicitation SA005235 and awarded contract FL005813 to Ricart Properties; and
WHEREAS, the Purchasing Department has extended contract FL005246 with Genuine Parts/NAPA for the purchase of aftermarket auto parts; 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; 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 Ford OEM automotive parts and aftermarket auto parts, to ensure uninterrupted supply for City vehicles, including Police, Fire, and Refuse Collection Division 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 establish purchase orders for the Fleet Management Division with Ricart Properties under contract FL005813:
Ricart Properties
CC#31-1282546, expires 10/11/2014
OCA: 451347
Object Level Three: 2284 (Parts)
Amount: $250,000.00
SECTION 2. That the Finance and Management Director is hereby authorized to establish purchase orders for the Fleet Management Division with Genuine Parts/NAPA under contract FL005246:
Genuine Parts/NAPA
CC#58-0254510, expires 11/05/2015
OCA: 451347
Object Level Three: 2284 (Parts)
Amount: $300,000.00
SECTION 3. The expenditure of $550,000.00, or so much thereof that may be necessary in regard to the actions authorized in Section 1and 2 above, be and is hereby authorized and approved as follows:
Dept/Div: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2284
Amount: $550,000.00
SECTION 4. 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: $50,000.00
Dept/Div: 45-05
Fund: 513
OCA: 451347
Object level one: 03
Object level three: 3373
Amount: $50,000.00
SECTION 5. That the competitive bidding provisions of Columbus City Codes section 329 are hereby waived in regard to the action authorized in Section 4.
SECTION 6. 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 7. 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 8. 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.