Explanation
This ordinance authorizes the Finance and Management Director to issue various purchase orders for automotive parts, supplies, tires, services and accessories per the terms and conditions of Universal Term Contracts and State Term Contracts. This ordinance also authorizes the Finance and Management Director to process partial cancellations of various purchase orders that will not exhaust the appropriated amount within the contracted dates. There are ten partial cancellations, totaling $180,000, in this ordinance.
The ordinance also moves appropriation authority from an old diesel vendor to a new diesel vendor. City Council recently approved Ordinance 1197-2009, passed September 21, 2009, that approved a contract with Central Ohio Farmers Co-op Inc for ultra low sulfur diesel fuel and biosdiesel fuel. Previous to this contract, ultra low sulfur was purchased through a state contract with BP Products North America. Because the price of diesel fuel is lower with Central Ohio Farmers Co-op, the Fleet Management Division would like to reduce the BP Products North America contract and move that appropriation to Central Ohio Farmers Co-op, which will reduce the total cost of diesel fuel. There was also a third quarter reduction of $100,000.00 for gasoline fuel which will be equally divided between purchase orders FL004252 (BP North America) and UL006061-001 (Voyager).
The ordinance also establishes a purchase order with AD Farrow for services already provided. These services were accidently authorized without a proper encumbrance in place.
Emergency Action is requested so that changes in purchase orders within the Fleet Services Fund to promote and be consistent with accurate accounting practices, to reduce diesel costs immediately through a change in diesel providers, and to authorize the purchase of necessary parts and services so that the City's vehicle fleet is kept in a proper state of repair, including Police, Fire and Refuse Collection vehicles.
FISCAL IMPACT: This ordinance will reduce established purchase orders in the amount of $180,000 and establish needed purchase orders in the amount of $769,995.82. This is consistent with the Third Quarter Financial Review.
Title
To authorize the Finance and Management Director to issue various purchase orders for tires for the Fleet Management Division per the terms and conditions of the State of Ohio Term Contracts; to authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies and services and accessories for the Fleet Management Division per the terms and conditions of various Universal Term Contracts; to authorize the Finance and Management Director to reduce various purchase orders; to authorize the expenditure of $769,995.82 from the Fleet Management Services Fund; and to declare an emergency. ($769,995.82)
Body
WHEREAS, it is necessary to transfer previously appropriated funds within the Fleet Management Services Fund; and
WHEREAS, the Finance and Management Department, Fleet Management Division has a need to purchase tires for motorized equipment and a State Term Contract is available for the purchase of automotive and truck tires; and
WHEREAS, the Fleet Management Division has a need to purchase automotive parts, supplies, services and accessories for motorized equipment and Universal Term Contracts for parts, supplies, services and accessories have been established through the formal competitive bid process by the Purchasing Office; and
WHEREAS, it is necessary to authorize the reduction of BP North America contract FL004253 by $232,403.86 and establish a purchase order with Central Ohio Farmers Co-op for the same amount to allow the purchase of diesel fuel at a lower rate; and
WHEREAS, an emergency exists in the usual daily operations of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to authorize the change in purchase orders within the Fleet Services Fund to promote and be consistent with accurate accounting practices, to reduce diesel costs immediately through a change in diesel providers, and to authorize the purchase of necessary parts and services so that the City's fleet is kept in a state of repair, including Police, Fire and Refuse Collection vehicles, thereby preserving the public health, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. The City Auditor is hereby authorized to reduce the listed current year purchase orders by the amount specified in the attachment titled "2009 Cancellations".
Section 2. That the Finance and Management Director is hereby authorized to reduce the BP Products North America Inc (FL004253) contract for diesel fuel by the amount of $232,403.86 and to establish a purchase order with Central Ohio Farmers Co-op for diesel fuel for $232,403.86 Fleet Management Division fund 513, OCA 451347, object level 02- 2286 :
Central Ohio Farmer's Co-op
CC# 311717226 expires 3/19/2011
Object level three- 2286
Bp Products North America Inc
CC# 362440313 expires 3/02/2011
Object level three- 2286
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 State Term Contracts as follows:
State Bid STS260
Wingfoot Commercial Tire
CC# 311735402 expires 09/30/12
Tires object level three 2282
Contract expires 10/21/2011
State Bid STS260
WD Tire Warehouse
CC# 311138036 expires 3/31/2011
Tires object level three 2282
Contract expires 08/19/2010
Section 4. That the sum of $120,000.00 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 : $120,000.00
Section 5. That the Finance and Management Director is hereby authorized to issue purchase orders for the Fleet Management Division per the terms and conditions of Universal Term Contracts as follows:
Ace Truck Body Inc
CC# 310936828 expires 09/18/2010
Object Level Three 2284
Bell Equipment
CC# 381944706 expires 11/05/2010
Object Level Three 2284
Buckeye Power Sales
CC# 314365080 expires 01/29/2010
Object Level Three 2284
D&M Distributors
CC# 310926900 expires 11/12/2011
Object Level Three 2284
ESEC Corporation
CC# 341285858 expires 09/09/2010
Object Level Three 2284
FYDA Freightliner
CC# 310789102 expires 10/16/2010
Object Level Three 2284
HYO Inc
CC# 311201883 expires 11/01/2011
Object Level three 2284
JD Equipment
CC# 311058528 expires 04/08/2010
Object Level three 2284
Jack Doheny
CC# 383148955 expires 08/04/2010
Object Level three 2284
McNeilus Truck & Mfg
CC# 411314526 expires 09/14/2011
Object Level three 2284
Skinner Diesel Services
CC# 311132462 expires 10/13/2011
Object Level three 2284
Byer's Chevrolet LLC
CC# 314139860 expires 5/20/2010
Object Level three 3373
Eitel's Towing
CC# 310939612 expires 01/22/2011
Object Level three 3355
ESEC Coporation
CC# 341285858 expires 09/09/2010
Object Level three 3373
Fas Lube
CC# 314412774 expires 08/05/2010
Object Level three 3373
Section 6. That the sum of $414,795.98 or so much thereof as may be necessary in regard to the action authorized in Section 5, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three :2284
Amount : $300,000.00
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 03
Object Level Three :3355
Amount : $7,000.00
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 03
Object Level Three :3373
Amount : $107,795.98
Section 7. To authorize the Director of Finance and Management to establish a purchase order with A.D. Farrow for services rendered.
Section 8. That the sum of $2,795.98 or so much thereof as may be necessary in regard to the action authorized in Section 7, is hereby authorized to be expended as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 03
Object Level Three :3373
Amount : $2,795.98
Section 9. 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 passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.