Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders, on behalf of the Fleet Management Division, with Enterprise Holdings Inc. for the rental of vehicles on behalf of City Departments. Passenger vans will be rented on behalf of the Recreation and Parks Department in order for them to supply vehicles to transport children and adults during their 2016 summer programs schedule. In addition, covert vehicles will be secured on behalf of the Division of Police. These purchase orders will be established pursuant to the terms and conditions of State of Ohio Cooperative Contracts ("State Term Contracts") with Enterprise Holdings Inc.
Ordinance #582-87 authorizes city agencies to participate in Ohio Department of Administrative Services (DAS) Cooperative contracts. Using the DAS contract for the rental of the passenger vans and covert vehicles is advantageous for the city because the City only requires an insubstantial amount of services and it would not be cost effective to use resources to do a competitive process. Any savings to the City through its own bid would not be substantial. The State of Ohio Cooperative contract with Enterprise Holdings Inc. for Vehicle Rental expires 6/30/2016. All summer program rentals will start prior to the contract expiration date.
Enterprise has provided Fleet with quotes based on the current contract pricing.
Fiscal Impact: This legislation authorizes an expenditure of $50,000.00 with Enterprise Holdings Inc. for the rental of passenger vans and covert vehicles for use by City Departments. Funding for this program is budgeted and available within the Fleet Management Operating Fund.
Emergency action is requested to ensure an uninterrupted supply of vehicles for the summer programs to transport children and adults during the summer months for Recreation and Parks Department and to supply covert vehicles for the Division of Police.
Title
To authorize the Finance and Management Director to establish purchase orders for vehicle rental services with Enterprise Holdings Inc. on behalf of the Fleet Management Division, per the terms and conditions of State of Ohio Cooperative Contracts; to authorize the expenditure of $50,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, there is a need for the Fleet Management Division to rent cargo and passenger vans for use by the Recreation & Parks Department for their 2016 summer programs; and
WHEREAS, there is also a need for the Fleet Management Division to rent certain covert vehicles for use by the Division of Police; and
WHEREAS, purchase orders will be established per the terms and conditions of State of Ohio Cooperative contract with Enterprise Holdings Inc. for Vehicle Rental, which expires 6/30/2016; and
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in Ohio DAS Cooperative contracts and State Contract CSP903910 is available for vehicle rental 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 establish purchase orders for passenger and covert vehicles for City summer programming and Police operations , 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 establish purchase orders on behalf of the Fleet Management Division, per the terms and conditions of State Term Schedule Contracts, as follows:
State Contract No. CSP903910
Enterprise Holding Inc.
CC# 430724835 expires 06/19/2015
Vehicle rental services
SECTION 2. That the expenditure of $50,000.00, or so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized in the Fleet Management Operating Fund 5200, SubFund 520001 in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 0713-2016.xls
SECTION 3. That the monies in the foregoing SECTION 2 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 4. 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.