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 repair and service City vehicles. During 2016, the Fleet Management Division is budgeted to spend in excess of $4.3 million for parts and over $1.3 million for services to keep the City's fleet of approximately 6,000 vehicles in operation. Fleet Management processes over 40,000 work orders annually for all City vehicles and equipment and requires purchase orders with over 400 vendors to help meet this need.
Ordinance 0258-2016 established ACPR000627 for the purchase of automotive parts and tires. This ordinance is to establish a new GBR (General Budget Reservation) for additional funding to allow Fleet to continue purchasing automotive parts and tires from current Fleet specified parts UTCs and PA000704 for the purchase of tires without interruption. ($2,000,000.00 for parts & $350,000.00 for tires)
Fleet Management would also like to set up a GBR to be used on Body Shop Service purchase agreements including PA000314 - Keen’s Body Shop, PA000311 - MI Collision & PA000318 - Custom Fleet ($100,000.00)
Fiscal Impact: The Fleet Management Division 2016 operating budget contains over $5.6 million for the purchase of automotive parts, supplies, and services. This legislation authorizes an expenditure of $2,450,000.00 with various vendors to purchase automotive parts.
Emergency action is requested to ensure an uninterrupted supply of vehicle parts & services, thereby keeping City owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles. This ordinance is contingent on passage of the 2016 operating budget.
Title
To authorize the Finance and Management Director to establish various purchase orders for automotive parts, supplies, and services for the Fleet Management Division per the terms and conditions of various previously established Universal Term Contracts and to authorize the expenditure of $2,450,000.00 from the Fleet Management Fund for same; and to declare an emergency. ($2,450,000.00)
Body
WHEREAS, it is necessary for the Finance and Management Department, Fleet Management Division to purchase automotive parts, tires and services; and
WHEREAS, various Universal Term Contracts (UTC) for the needed items have been established through the formal competitive bidding process of the Purchasing Office; 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 authorize the Director to issue various purchase orders for automotive parts, supplies, and services for the repair of approximately 6,000 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 all Universal Term Contracts for automotive parts and services, as follows:
AUTO PARTS
• All Auto Parts on established UTCs under the specification FLT
TIRES
• Bob Sumerel Tire Company -vendor#004333; PA000704 expires 9/30/17
AUTO BODY SERVICES
• Keen’s Body Shop - vendor#004390; PA000314 expires 6/30/17
• MI Collision - vendor#008331; PA000311 expires 6/30/17
• Custom Fleet - vendor#001377; PA000318 expires 6/30/17
SECTION 2. That the expenditure of $2,450,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized in Fund 5200 Fleet Management Operating Fund in object classes 02 and 03 per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 1719-2016 Legislation Template.xls
SECTION 3. That the Finance and Management Director is hereby authorized to issue purchase orders and establish contracts for parts, supplies, and services with various vendors on behalf of the Fleet Management Division to ensure no disruptions to operations and to establish Auditor's Certificates for the same.
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 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.