City of Columbus - File #: 1697-2008

• File #: 1697-2008
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 10/21/2008
• In control: Finance & Economic Development Committee
• On agenda: 11/3/2008
• Final action: 11/4/2008
• Title: To authorize the transfer of $631,562 within the Fleet Management Services Fund, 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 State Term Contracts; to authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies, 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 issue blanket purchase orders for OEM truck parts and to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $799,372.13 from the Fleet Management Services Fund; and to declare an emergency ($631,562.00; $799,372.13).

Date	Ver.	Action By	Action	Result
11/4/2008	1	MAYOR	Signed
11/4/2008	1	CITY CLERK	Attest
11/3/2008	1	Columbus City Council	Approved	Pass
11/3/2008	1	COUNCIL PRESIDENT	Signed
10/27/2008	1	CITY ATTORNEY	Reviewed and Approved
10/27/2008	1	Finance Drafter	Sent for Approval
10/27/2008	1	Finance Reviewer	Sent for Approval
10/27/2008	1	CITY AUDITOR	Reviewed and Approved
10/27/2008	1	Finance Drafter	Sent to Clerk's Office for Council
10/24/2008	1	Auditor Reviewer	Reviewed and Approved
10/24/2008	1	EBOCO Reviewer	Reviewed and Approved
10/24/2008	1	ODI DIRECTOR	Reviewed and Approved
10/24/2008	1	Finance Drafter	Sent for Approval
10/23/2008	1	Finance Reviewer	Reviewed and Approved
10/23/2008	1	Finance Reviewer	Reviewed and Approved
10/23/2008	1	Finance Reviewer	Reviewed and Approved
10/23/2008	1	Finance - Purchasing Reviewer	Reviewed and Approved
10/23/2008	1	Finance Drafter	Sent for Approval
10/23/2008	1	FINANCE DIRECTOR	Reviewed and Approved
10/23/2008	1	Finance Drafter	Sent for Approval
10/22/2008	1	Finance Reviewer	Reviewed and Approved
10/21/2008	1	Finance Drafter	Sent for Approval
10/21/2008	1	Finance Drafter	Sent for Approval
10/21/2008	1	Finance Reviewer	Reviewed and Approved
10/21/2008	1	Finance Drafter	Sent for Approval

...Explanation

Background: This ordinance authorizes the transfer of $631,662 within the Fleet Management Services Fund to fund personnel ($252,195) and service ($379,367) budget shortages identified within the Third Quarter Financial Review; authorizes the Finance and Management Director to issue purchase orders for tires per the terms and conditions of the State of Ohio State Term Contracts; authorizes the Finance and Management Director to issue various purchase orders for automotive parts, supplies, services, and accessories per the terms and conditions of Universal Term Contracts (UTC); and authorizes the Finance and Management Director to issue blanket purchase orders for OEM truck parts and services. The sum of these additional expenditures totals $799,372.13.

Personnel costs were over budget and are necessary to accommodate Fire Division and Police Division need for 24/7 access for repair and maintenance of their vehicles. Also, overtime was used to facilitate Fleet Management's move to the Groves Road Facility.

Service costs to cover expenses related to the move (repairs, maintenance, and other service items), plus unanticipated expenses for parts and services, have led to this budgetary overrun.

A projected surplus within the Fleet Management Services Fund largely due to declining fuel prices is available for transfer to address the needs in personnel and services.

All service and parts contracts were previously established by either City UTC's or State of Ohio contracts; however, a UTC for every required heavy duty Original Equipment Manufacture (OEM) part was not. Some venders either chose not to bid, or felt it was unnecessary for them to bid, since they are the local authorized seller of specific OEM parts.

Fiscal Impact: This ordinance authorizes the transfer of $631,562 between Object Level Ones within the Fleet Management Services Fund, and authorizes the expenditure of up to $799,372.13 pursuant to the Third Quarter Financial R...