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 properly respond to planned but unexpected emergencies that may arise with respect to the maintenance and repair of various City vehicles.
The Fleet Management Division is budgeted to spend over $3.3 million in parts and over $1.8 million in services to keep the City's over 4,950 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. Repairs must be completed within hours and be available to Public Safety at all times. There are various other units within the 4,950 that have similar special parts. Anticipating and encumbering money for these special circumstances would be onerous. 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 to get the must-have vehicle back on the street.
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 $3,359,240.00 in parts and $1,801,663.00 in service in the 2010 budget. This ordinance authorizes an expenditure of $100,000.00.
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