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, through a State of Ohio cooperative contract.
Ordinance 0966-2017 authorized the Finance and Management Director to issue purchase orders for the rental of passenger vans and covert vehicles for use by City Departments from the Universal Term Contract (UTC) established by the City of Columbus Purchasing Office with Enterprise Holdings Inc. After the passage of this ordinance, Enterprise Holdings Inc. entered into a State of Ohio cooperative contract, RS901517. The pricing of the State of Ohio cooperative contract is lower than that of the Universal Term Contract, which is more beneficial to the City.
Due to the significant difference in pricing, this ordinance authorizes the Finance and Management Director to issue purchase orders with Enterprise Holdings, Inc. for the rental of vehicles in accordance with the terms and conditions of State Term contracts with Enterprise Holdings, Inc. Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts. The State of Ohio cooperative contract RS901517 with Enterprise Holdings, Inc. expires 10/19/18.
The UTC pricing will be in place for all expenditures during the period of June 15, 2017 through July 15, 2017. After this period the State of Ohio cooperative contract pricing will be used. The remaining dollars appropriated in accordance with Ordinance 0966-2017 will be cancelled.
Fiscal Impact: This legislation authorizes an expenditure of $60,000.00 from the Fleet Management Operating Fund with Enterprise Holdings Inc. for the rental of passenger vans and covert vehicles for use by City Departments. The Fleet Management Division budgeted $100,000.00 within the Fleet Operating Fund for vehicle rentals in 2017. In 2016, $56,000.00 was expended for these services.
Emergency Designation: Emergency designation is being requested to continue support without interruption to daily operations.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for vehicle rental services with Enterprise Holdings, Inc. in accordance with the terms and conditions of State of Ohio Cooperative Contracts; to authorize the expenditure of $60,000.00 from the Fleet Management Operating Fund; and to declare an emergency ($60,000.00).
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 2017 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, there is a need for the Fleet Management Division to utilize the State of Ohio Cooperative Contracts pricing for Enterprise Holdings Inc.; and
WHEREAS, funding for these vehicles is budgeted and available within the Fleet Management Operating Fund; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Finance and Management, Fleet Management Division, in that it is immediately necessary for the Director of Finance and Management 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, through a State of Ohio cooperative contract to avoid service interruption and continue with needed services for the preservation of 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, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders pursuant to the terms and conditions of State of Ohio Cooperative Contracts, as follows:
State Contract No. RS901517 ;Enterprise Holding Inc. CC# 43-0724835 expires 02/21/2019
Vehicle rental services ($60,000.00)
SECTION 2. That the expenditure of $600,000.00, or so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized and approved from the Fleet Management Operating Fund 5200, SubFund 520001 in Object Class 03, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 1984-2017 Legislation Template.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 the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6. 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.