Explanation
This ordinance authorizes the Finance and Management Director to create various purchase orders for automotive body shop 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 $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 1719-2016 established ACPR000741-10 to be used on Body Shop Services ($2,450,000.00). This ordinance is to establish a new GBR (General Budget Reservation) for additional funding to allow Fleet to continue using Body Shop services without interruption. ($30,000.00)
PA000314 - Keen’s Body Shop,
PA000311 - MI Collision,
PA000318 - Custom Fleet
Fiscal Impact: This ordinance authorizes an expenditure of $30,000.00 from the Fleet Management Operating Budget with various body shop service vendors, including Keen's Body Shop, MI Collision, and Custom Fleet. The Fleet Management Division 2016 operating budget contains over $5.6 million for the purchase of automotive parts, supplies, and services.
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.
Title
To authorize the Finance and Management Director to establish various purchase orders with Keen's Body Shop, MI Collision, and Custom Fleet for Body Shop services for the Fleet Management Division per the terms and conditions of various previously established Universal Term Contracts; to authorize the expenditure of $30,000.00 from the Fleet Management Operating Fund for same; and to declare an emergency. ($30,000.00)
Body
WHEREAS, it is necessary for the Finance and Management Department, Fleet Management Division, to use Body Shop services; and
WHEREAS, various Universal Term Contracts (UTC) for the needed items have been established through the formal competitive bidding process of the City of Columbus 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 establish purchase orders for the Fleet Management Division, per the terms and conditions of all Universal Term Contracts for services, as follows:
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 $30,000.00 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 class 03 per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2986-2016 Legislation Template.xls
SECTION 3. That the Finance and Management Director is hereby authorized to issue purchase orders and establish contracts for 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.