Explanation
Background: This ordinance authorizes the Finance and Management Director to issue blanket purchase orders for various automotive equipment, parts, supplies, and services for the Fleet Management Division. The ordinance include sole source vendors and an Ohio DAS State Term Contracts for the purchase of automotive and truck tires, State Contract STS260. Ordinance 0582-87 authorizes the City of Columbus to participate in DAS cooperative purchasing contracts.
The vehicles needing these parts and services are specific to particular duties. For emergency services, refuse collection, snow removal and related services, repair work must be done to meet the division's needs to keep this equipment operational within a minimal amount of time (sometimes less than 24 hours).
The sole source vendors listed herein are 1) local makers and distributors of vehicle equipment and parts, 2) the local authorized dealers for manufacturer's parts, or 3) the only authorized facility to perform manufacturer or warranty repairs within a geographic area (City of Columbus, Franklin County).
Attempts have been made to formally bid many of these parts and services. However, these vendors generally do not bid, recognizing that they are the only authorized dealer in the immediate geographic area to perform services or supply parts.
Fee/pricing structure is determined by the vendor at the time of repair or acquisition of the part due to the exclusive nature of being the sole authorized dealer.
Fiscal Impact: The Fleet Management Division 2010 operating budget contains $5.2 million for the purchase of automotive parts, supplies, and services. This ordinance authorizes an expenditure of $60,000.00 for sole source automotive parts, supplies, and services and $129,428.00 for State Term Contracts for tires.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services to maintain the City's fleet, including for Safety and Refuse vehicles.
Title
To authorize and direct the Finance and Management Director to issue blanket purchase orders for various automotive equipment parts, supplies, and services with various vendors, to authorize the expenditure of $189,428.00 from the Fleet Management Services Fund. and to declare an emergency. ($189,428.00)
Body
WHEREAS, the purchase of various automotive parts, supplies and services cannot be reasonably anticipated for all vehicles and motorized equipment maintained by the Fleet Management Division, and
WHEREAS, Ohio DAS Cooperative Contract STS 260 is available for the purchase of automotive and truck tires; and City Ordinance #582-87 authorizes the use of such state contracts, and
WHEREAS, at times providers of various automotive equipment parts, supplies, and services do not submit bids because they are the sole authorized parts vendor or repair facility within the geographic area known as Columbus of Columbus, Franklin County, and
WHEREAS, the Fleet Management Division has a need to procure automotive equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair a variety of city vehicles on short notice, especially emergency service and refuse collection vehicles, and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division, Finance and Management Department, and in that it is immediately necessary to arrange for the purchase of various sole source automotive equipment parts, supplies, and services to maintain an the City's fleet, 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 be and hereby is authorized and directed to establish blanket purchase orders for sole source automotive equipment parts, supplies, and services according to Section 329.07(e), Sole Source Procurement, 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.
Section 2. That the vendors for automotive parts, supplies, accessories and services will be certified from the Auditor's Certificate as follows:
VENDOR CC# EXPIRES
Ohio Machinery dba Ohio Cat 340672363 9/22/2011
Smith Truck Cranes & Equipment 352018529 4/20/2012
Contract Sweepers & Equipment 310780604 5/10/2012
(authorized Factory Cat Dealer)
H D Industries Inc. 752117282 5/13/2012
Section 3. That the Finance and Management Director is hereby authorized to issue purchase orders for the Fleet Management Division, per the terms and conditions of the State Term Schedule Contracts, as follows:
State Bid STS260
Wingfoot Commercial Tire
CC# 311735402 expires 10/21/2011
Tires
Object Level Three 2282
Contract expires 9/30/2012
State Bid STS260
WD Tire Warehouse
CC#311138036 expires 8/19/2010
Tires
Object Level Three 2282
Contract expires 3/31/2011
Section 4. That the expenditure of $20,000.00, or so much thereof as may be needed, as authorized in Section 1 above, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department No. 4505, OCA Code 451347 Object Level One: 02 Object Level Three: 2284, Amount $20,000.00.
Section 5. That the expenditure of $40,000.00, or so much thereof as may be needed, as authorized in Section 1 above, is hereby authorized and directed to be expended from the Fleet Management Services Fund 513, Department 4505, OCA Code 451347, Object Level One: 03, Object Level Three: 3373, Amount $40,000.00
Section 6. That the sum of $129,428.00 or so much thereof as may be necessary, in regard to the action authorized in Section 3, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2282
Amount: $129,428.00
Section 7. 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 not vetoes the same. That this ordinance shall take effect from and after the earliest period allowed by law.