Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders for credit card fuels purchased through the Voyager Fleet Systems, unleaded bulk fuel with Beem's BP Distribution, and diesel/biodiesel with Central Ohio Farmers for the Fleet Management Division. A purchase order with Beem's BP Distribution for unleaded bulk fuel deliveries was authorized by Ordinance 0180-2010, through a formal bid conducted by Franklin County. Central Ohio Farmers Co-Op has been established under the terms and conditions of a universal term contract.
This ordinance also waives the competitive bidding process of the Columbus City Codes, in order to allow the continued use of Franklin County's contract with Beem's BP Distribution. This will allow uninterrupted unleaded fuel deliveries at the lowest possible price, and in comparing the State of Ohio contract with Franklin County contract, Beem's Distribution Inc. provides a lower delivery price of $0.059 per gallon. The City does not have a formal cooperative purchasing agreement with Franklin County, as it does with the State of Ohio Department of Administrative Services. Accordingly, the competitive bidding provisions of the City Codes must be waived in order to participate in this Franklin County contract.
This ordinance also authorizes the Finance and Management Director to establish purchase orders and expend funds for tires per the terms and conditions of State Term contracts with Wingfoot Commercial Tire and WD Tire Warehouse and for automotive and truck parts with Genuine Auto Parts/NAPA under the terms and conditions of a universal term contract.
To authorize the increase of $65,000.00 to the Emergency funding auditor certificate AC031980-001 to better align the appropriation with the expenditure trends.
Voyager Fleet Systems Inc. Contract Compliance #: 76-0476053.
Beem's BP Distribution Contract Compliance #: 34-1906729
Central Ohio Farmers Co-op Contract Complince #: 31-1717226.
Genuine Auto Parts/NAPA Contract Compliance #: 58-0254510.
WD Tire Warehouse Contract Compliance #: 31-1138036.
Wingfoot Commercial Tire Contract Compliance #: 31-1735402.
Ordinance #582-87 authorizes the City agencies to participate in Ohio Department of Administrative Services (DAS) Cooperative contracts and State Contract STS260 for the purchase of automotive and truck tires.
Fiscal Impact: This legislation is contingent on the passage of the Citywide Third Quarter Review transfer, Ordinance 2050-2011
Emergency action is requested to ensure an uninterrupted supply of diesel, biodiesel, bulk unleaded and credit card fuel purchases, tires and automotive and truck parts. The fuel is used by all City vehicles, including Police, Fire and Refuse Collection vehicles.
Title
To authorize and direct the Finance and Management Director to issue purchase orders with Central Ohio Farmers Co-Op, Beem's BP Distribution and Voyager Fleet Systems for the provision of automobile fuel; to waive the competitive bidding provisions of the Columbus City Codes, 1959; to authorize the Finance and Management Director to issue purchase orders with Genuine Auto Parts/NAPA, Wingfoot Commercial Tire, and WD Tire Warehouse per the terms and conditions of a Universal Term Contract and State of Ohio Schedule Contracts, to authorize the increase on an auditor certificate for the Fleet Management Division; to authorize the expenditure of $2,625,000.00 and to declare an emergency. ($2,625,000.00)
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase diesel, biodiesel, unleaded bulk fuel and universal credit card purchases for use by various City departments including Police, Fire and Refuse Collection ; and
WHEREAS, a contract has been established through the formal competitive bid process of Franklin County for bulk unleaded fuel purchases with Beem's BP Distribution Inc.; and
WHEREAS, a universal term contract has been established for diesel and biodiesel fuel with Central Ohio Farmers Co-Op; and
WHEREAS, the Fleet Management Division has a need to purchase unleaded bulk fuel and it is in the City's best interests to waive the competitive bidding requirements of the Columbus City Codes; and
WHEREAS, an additional purchase order with Genuine Auto Parts/NAPA is necessary for automotive parts based on a Universal Term Contract ; and
WHEREAS, it is necessary to expend funds for tires and automotive/truck parts to continue daily operations; and
WHEREAS, it is necessary to increase the Emergency Funding AC031980-001 by $65,000.00 to better align parts 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 a purchase order for tire, automotive and truck parts and various fuel purchases, 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 issue a purchase order for the Fleet Management Division per the terms and conditions of the Franklin County Distribution contract as follows:
Beem's BP Distribution Inc
CC# 341906729 expires 06/07/2013
Unleaded gasoline
Object Level Three: 2280
Contract expires: 11/30/2011
Section 2. That the Finance and Management Director is hereby authorized to issue a purchase order for the Fleet Management Division with Voyager Fleet Systems contract as follows:
Voyager Fleet Systems Inc.
CC# 760476053 expires 11/11/2012
Credit card fuel services
Object Level Three: 2280
Contract expires: 07/31/2012
Section 3. That the expenditure of $2,000,000.00, or so much thereof that may be necessary in regard to the action authorized in Section 1 and 2, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2280
Amount: $2,000,000.00
Section 4. That the Finance and Management Director is hereby authorized to issue a purchase order for the Fleet Management Division from a Universal Term contract as follows:
Central Ohio Farmers Co-Op
CC# 311717226 expires 08/23/2013
diesel, biodiesel
Object level three: 2286
Contract expires 02/28/2012
Amount $325,000.00
Section 5.That the sum of $325,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 4, is hereby authorized to be expended as follows:
Division: 4505
Fund: 513
OCA Code 451347
Object Level One: 02
Object Level Three: 2286
Amount $325,000.00
Section 6. 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 Schedule Contracts as follows:
State Bid STS 260
Wingfoot Commercial Tire
CC# 311735402 expires 10/21/2011
Tires
Object Level Three: 2282
State Bid STS 260
WD Tire Warehouse
CC# 311138036 expires 07/21/2012
Tires
Object Level Three: 2282
Section 7. That the sum of $100,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 6, is hereby authorized to be expended as follows:
Division: 4505
Fund: 513
OCA Code 451347
Object Level One: 02
Object Level Three: 2282
Amount $100,000.00
Section 8. That the Finance and Management Director is hereby authorized to issue a purchase order for the Fleet Management Division from a Universal Term contract as follows:
Genuine Auto Parts/NAPA
CC# 580254510 expires 01/15/2012
auto parts
Object level three: 2284
Contract expires 06/30/2012
Amount $200,000.00
Section 9. That the sum of $200,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 8, is hereby authorized to be expended as follows:
Division: 4505
Fund: 513
OCA Code 451347
Object Level One: 02
Object Level Three: 2284
Amount $ 200,000.00
Section 10. To authorize the increase of Emergency funding auditor certificate AC031980-001 by $65,000.00 which will be contingent on the partial cancellation of AC 032173-002 Sole Source.
Section 11. 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 12. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the competitive bidding requirements be and are hereby are waived for the action authorized in Section 1 of this ordinance.
Section 13. 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.