Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for automotive parts and services, on behalf of the Fleet Management Division, in order to repair and service City vehicles. These purchase orders will be issued from Universal Term Contracts previously established by the City of Columbus, Purchasing Office.
During 2017, the Fleet Management Division is budgeted to spend $4.5 million for parts and $1.4 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 0196-2017 established ACPR000867 for the purchase of automotive parts, tires, and oil. This ordinance is to establish a new GBR (General Budget Reservation) for additional funding to allow Fleet to continue purchasing automotive parts, tires, and oil from current Fleet specified parts UTCs and PA000704 for the purchase of tires without interruption. ($1,500,000.00 for parts & $150,000.00 for tires)
Fiscal Impact: This ordinance authorizes an expenditure of $1,650,000 from the Fleet Management Operating Fund from previously established Universal Term Contracts for parts and service related to City vehicles. For 2017, the Fleet Management Division budgeted $4.5 million for parts and $1.4 million for services to keep the City's vehicle fleet in operation. In 2016, the Fleet Management Division expended $5.9 million for parts 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 for automotive parts, supplies, and services for the Fleet Management Division per the terms and conditions of various previously established Universal Term Contracts; to authorize the expenditure of $1,650,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($1,650,000.00)
Body
WHEREAS, various Universal Term Contracts (UTC) have been established through the formal competitive bidding process of the Purchasing Office for vehicle parts, supplies, and services; and
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase automotive parts, supplies, and services for motorized equipment and vehicles operated by the City; and
WHEREAS, it is necessary to authorize the expenditure of $1,650,000.00 from the Fleet Management Operating Fund; 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 as soon as possible, thereby ensuring the timely maintenance, repair, and general upkeep of approximately 6,000 City vehicles; 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:
TIRES
• Bob Sumerel Tire Company - CC# 31-0807676, Vendor# 004333; PA000704 expires 9/30/17
AUTO PARTS
• All Auto Parts and Services on previously established Universal Term Contracts, under the FLT specification
AUTO SERVICE
• Bucktread Acquisitions dba Treadway Services - CC# 46-2277373, Vendor# 020576 - PA002052
SECTION 2. That the expenditure of $1,650,000.00 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 2229-2017 Legislation Template.xls
SECTION 3. 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 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering such project that the project has been completed and the monies are no longer required for such project; except that no transfer shall be made from a project account funded by monies from more than one source.
SECTION 6. 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.