Explanation
Background: This ordinance authorizes the Finance and Management Director to associate all General Budget Reservations resulting from this ordinance with the appropriate Fleet Maintenance Parts and Supplies Universal Term Contracts on behalf of the Fleet Management Division, in order to repair and maintain City vehicles. The Fleet Management Division will use the electronic catalog to create purchase from these Universal Term Contracts previously.
During 2017, the Fleet Management Division is budgeted to spend $4.5 million for parts and tires 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.
Fiscal Impact: This ordinance authorizes an expenditure of $600,000.00 from the Fleet Management Operating Fund from previously established Universal Term Contracts ($500,000.00 for automotive parts and $100,000.00 for tires) related to City vehicles. The Fleet Management Division budgeted $4.5 million for parts in 2017 and in 2016, the Fleet Management Division expended $4.8 million for parts.
Emergency action is requested to ensure the uninterrupted service and maintenance of City vehicles.
Title
To authorize the Finance and Management Director to associate all General Budget reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreements for Automotive Parts and Tires; to authorize the expenditure of $600,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($600,000.00)
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase automotive parts and tires for motorized equipment and vehicles operated by the City; and
WHEREAS, various Universal Term Contracts (UTC) have been established through the formal competitive bidding process of the Purchasing Office for automotive parts, supplies, and tires; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Finance and Management in that it is immediately necessary to authorize the Director of Finance and Management to establish various purchase orders for the purchase of automotive parts and tires, 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 associate all General Budget Reservations resulting from this ordinance with the appropriate Fleet Maintenance Parts and Supplies Universal Term Contracts for use by the Fleet Management Division, per the terms and conditions of established Universal Term Contracts for automotive parts and tires as follows:
AUTO PARTS
• All Auto Parts on previously established Universal Term Contracts, under the FLT specification ($500,000.00)
TIRES
• Bob Sumerel Tire Company - CC# 31-0807676, Vendor# 004333; PA002562 expires 9/30/19 ($100,000.00)
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 in Fund 5200 Fleet Management Operating Fund in object class 02 per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 3186-2017 Legislation Template.xls
SECTION 3. That the monies in the foregoing Sections 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 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 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.