Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders for automotive parts, supplies, and services for the Fleet Management Division.
City Universal Term Contracts (UTC's) are in place for some of these parts, supplies, and accessories. Otherwise, parts not on a city UTC can be purchased from various contracts established pursuant to the city's procurement code. In addition, ordinance 0320-2013, passed on February 14, 2013 originally authorized Fleet to issue purchase orders and expend for various parts, supplies, and services in response to emergency situations. The spending authority granted by ordinance 0320-2013 has been largely exhausted, thereby necessitating additional spending authority to sustain operations until the 2014 operating budget is adopted.
Fiscal Impact: This legislation authorizes an expenditure of $900,000.00 with various vendors to purchase automotive parts, supplies, and services. Funding for these expenditures exists within the Fleet Management 2013 operating budget.
Emergency action is requested to ensure an uninterrupted supply of vehicle parts, supplies, and services, thereby keeping City owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles. This ordinance is for the purpose of maintaining operations until the 2014 operating budget is adopted.
Title
To authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies, services, as well as for emergency parts and repair services for the Fleet Management Division per the terms and conditions of various established contracts and Universal Term Contracts; to authorize the expenditure of $900,000.00 from the Fleet Management Services Fund; and to declare an emergency. ($900,000.00)
Body
WHEREAS, various automotive parts, supplies, and service contracts 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, the Fleet Management Division has a need to maintain funding associated with emergency parts or repair services; 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 over 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 certain Universal Term Contracts and/or other contracts for automotive services and parts, as follows:
Refuse Parts Depot - CC# 273577270 expires 09/03/14 Contract FL005394 expires 09/03/14, expenditure projection: $200,000.00 (parts)
Ricart Ford- CC# 311282546 expires 10/11/2014; Contract FL005185 expires 03/31/14 expenditure projection: $75,000.00 (parts)
ESEC Corporation- CC# 341285858 expires 05/16/2014; Contract FL005397 expires 09/30/14, expenditure projection $50,000.00 (parts)
Rush Truck Center of Ohio, Inc. - CC# 461123337 expires 01/07/2015; Contract FL005484 expires 10/31/14 expenditure projection: $100,000.00 (parts)
The Goodyear Rubber and Tire Co. - CC# is: 34-0253240 expires 02/28/2014 Contract FL00556 expires 09/30/2014 expenditure projection $150,000.00 (tires)
Section 2. That the sum of $575,000.00, 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:
Dept/Div: 45-05
Fund: 513
OCA Code: 451347
Object Level One: 02
Object Level Three: 2284
Amount: $425,000.00
Dept/Div: 45-05
Fund: 513
OCA Code: 451222
Object Level One: 02
Object Level Three: 2282
Amount: $150,000.00
Section 3. That in order to repair City vehicles in emergency situations the Finance and Management Director is hereby authorized to issue purchase orders with various vendors on behalf of the Fleet Management Division as follows:
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: 451263
Object Level One: 03
Object Level Three: 3373
Amount $125,000.00
Section 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
Section 5. 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.