Explanation
This ordinance authorizes the Finance and Management Director to increase the amount of funding on a previously established Auditor Certificate for emergency services (Ordinance 0084-2012). A number of factors have influenced increasd spending on a previously established Certificate - there was an unexpected OEM name change for our Chevrolet dealer, unexpected Harley Davidson motorcycle parts expenditures, and finally unexpected accident repairs for Heavy Duey Fire apparatus, all of which consumed much of the original amount of $200,000 which currently has a balance of $27,820. The auditor certificate was to create various purchase orders for automotive parts and services on behalf of the Fleet Management Division in order to properly respond to planned but unexpected emergencies that may arise with respect to the maintenance and repair of various City vehicles and/or equipment.
During 2012, the Fleet Management Division is budgeted to spend in excess of $3.0 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 38,000 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.
It is impossible to predict each and every necessary repair that will happen during a given budget year. For example, earlier this year, repairs were required on a one-of-a-kind unit for Public Safety. The unit's parts are available from only one vendor and the unit must always be in good working order. Anticipating and encumbering funds for these types of special circumstances would be difficult to predict in terms of frequency, location, and amount. Furthermore, some repairs must be completed within hours and be available to Public Safety (or other divisions). There are various other units within the City's fleet that have similar special parts and/or service needs. This ordinance will authorize the Finance and Management Director to create purchase orders in emergency situations only with those vendors necessary to provide the part or repair service.
Emergency action is requested to allow these emergency repairs to be completed as quickly as possible so that indispensable safety vehicles are not out of service.
Fiscal Impact: The Fleet Management Division budgeted $3.0 million in parts and $1.8 million in service in the 2012 budget. This ordinance authorizes a $50,000 increase in AC033277- 001 (parts) and a $50,000 increase in AC033277-002 (services) for a combined total increase of $100,000.00 from the Fleet Management Fund 513.
Title
To authorize the City Auditor to increase an existing Auditor's Certificate to be used by the Fleet Management Division to address emergency repair situations; to authorize the expenditure of $100,000.00 from the Fleet Services Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($100,000.00)
Body
WHEREAS, various unexpected repairs to indispensable City vehicles occur through the course of any given year; and
WHEREAS, the Fleet Management fund has insufficient authority to fund anticipated emergency expenditures related to both parts (02) and services (03) on the previously established auditors certificate AC033277; and
WHEREAS, it is not possible for the Fleet Management Division to prepare for all emergency parts and repair expenses when preparing its budget and procurement schedule; and
WHEREAS, it is necessary for the Finance and Management Director to issue purchase orders with various vendors in order to place indispensable vehicles back in service; 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 transfer and establish these funds to have funding available for necessary expenditures to allow financial transactions to be posted in the City's accounting system as soon as possible, 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 with various vendors on behalf of the Fleet Management Division in order to repair City vehicles in emergency situations.
Section 2. That the City Auditor is authorized to add $100,000.00 to a previously established Auditor's Cerfiticate AC033277, or so much thereof as may be necessary, be and is hereby authorized from the Fleet Services Fund 513 as follows:
Department: 45-05
Fund: 513
OCA: 451347
Obj Level 03: 2284
Amount: $50,000.00
Department: 45-05
Fund: 513
OCA: 451347
Obj Level 03: 3373
Amount $50,000.00
Section 3. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements be and hereby are waived for the action authorized in SECTION 1. City Council recognizes that this ordinance does not identify the contractor(s) to whom the contract(s) will be awarded and understands that its passage will give the Finance and Management Director the final decision in determination of the lowest, best, responsive and responsible bidder for such contract(s). This Council is satisfied it is in the best interests of the City to delegate this contracting decision.
Section 4. 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 nor vetoes the same.