Â…Explanation
This ordinance authorizes the Finance and Management Director to create various purchase orders for automotive parts and services on behalf of the Fleet Management Division in order to repair and service City vehicles and to properly respond to planned but unexpected emergencies that may arise with respect to the maintenance and repair of various City vehicles.
During 2013, the Fleet Management Division is budgeted to spend in excess of $3.1 million for parts and over $1.8 million for services to keep the City's fleet of approximately 5,000 vehicles in operation. Fleet Management processes over 40,000 work orders annually for all City vehicles and equipment and requires purchase orders with over 400 companies to help meet this need. However, despite these best efforts, when a vehicle repair becomes necessary there may not be a purchase order in place for the correct part or service. As such, this ordinance also authorizes the Finance and Management Director to create purchase orders in emergency situations only with those vendors necessary to provide the part or repair service needed.
Fiscal Impact: The Fleet Management Division 2013 operating budget contains over $5.2 million for the purchase of automotive parts, supplies, and services. This legislation authorizes an expenditure of $3,629,000.00 with various vendors to purchase automotive parts, supplies, and services.
Emergency action is requested to ensure an uninterrupted supply of vehicle parts, supplies, tires, and services, thereby keeping City owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles. This ordinance is contingent on the passage of the 2013 budget.
Title
To authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies, and services for the Fleet Management Division per the terms and conditions of various Universal Term Contracts; and to declare an emergency. ($3,629,000.00)
Body
WHEREAS, Universal Term Contracts (UTC) have been established through the formal competitive bid process of the Purchasing Office; and
WHEREAS, the Finance and Management Department, Fleet Management Division has a need to purchase automotive parts, supplies, and services for motorized equipment; and
WHEREAS, it is necessary to reserve emergency funding for various unforeseen parts and service expenditures; 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 various purchase orders for automotive parts, supplies, and services for the repair of approximately 5,000 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 Universal Term Contracts for automotive parts and services, as follows:
Bell Equipment- CC# 381941706 expires 029/21/14; FL004964 expires 05/31/13, Annual expenditure projection: $125,000.00 (parts) & $200,000.000 (service)
Ricart Ford- CC# 311282546 expires 10/11/14; Contract FL005185 expires 03/31/14 expenditure projection: $320,000.00 (parts)
Jeff Wyler Columbus Inc - CC# 452898286 expires 11/08/2013; Ct, FL005248 expires 03/31/14, Annual expenditure projection: $50,000.00 (parts)
Rush Truck Center of Ohio, Inc. - CC# 461123337 expires 01/07/2015;Contract FL004967 expires 0531/13, FL004225 expires 4/30/12, Annual expenditure projection: $235,000.00 (parts)
ESEC Corporation-CC# 341285858 expires 05/16/2014; Contract FL004226 expires 04/30/13, FL004956 expires 05/31/13 Annual expenditure projection: $160,000.00 (parts) $170,000.00 (service)
Genuine Parts/NAPA- CC# 580254510 expires 11/28/2013; Contract FL005246 expires 06/30/14, Annual expenditure projection: $1,250,000.00 (parts)
Skinner Diesel Services Inc- CC# 311132462 expires 03/08/14 Contract FL004949 expires 5/31/13, FL004230 expires 04/30/13 Annual expenditure projection: $225,000.00 (parts)
Vogelpohl Fire Equipment, Inc- CC# 611166058 expires 03/10/13 Contract FL004232 expires 04/30/13, Annual expenditure projection: $110,000.00 (parts)
Refuse Parts Depot - CC# 273577270 expires 09/03/14 Contract FL005394 expires 09/03/14, Annual expenditure projection: $150,000.00 (parts)
Four O Corporation - CC# 310715158 expires 01/14/2013; Contract FL004311 expires 10/31/13, Annual expenditure projection: $234,000.00 (supplies)
Section 2. That the sum of $3,229,000.00, 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: $2,625,000.00
Division: 45-05
OCA 451347
Obj level 1:02
Object level 03: 2281
Amount: $234,000.00
Division: 45-05
OCA Code: 451347
Obj level 1: 03
Object level 03: 3373
Amount: $370,000
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 follow:
Dept/Div: 45-05
Fund: 513
OCA: 451347
Object level one: 02
Object level three: 2284
Amount: $200,000.00
Dept/Div: 45-05
Fund: 513
OCA: 451347
Object level one: 03
Object level three: 3373
Amount: $200,000.00
Section 4. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.