Explanation
Background: This ordinance authorizes the Finance and Management Director to associate all General Budget reservations resulting from this ordinance with appropriate Universal Term Contracts for automotive parts, tires, and supplies, on behalf of the Fleet Management Division, in order to repair and service City vehicles. Purchase orders will be issued as needed from Universal Term Contracts previously established by the Purchasing Office.
During 2018, the Fleet Management Division is budgeted to spend $4.5 million for parts, $750,000 for Tires, and $420,000 for automotive supplies to keep the City's fleet of approximately 6,000 vehicles in operation. The Fleet Management Division 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.
These purchase orders will be issued from the following Universal Term Contracts, established by the City's Purchasing Office. Current Universal Term Contract vendors are as follows:
Bob Sumerel Tire Company - CC# 31-0807676, Vendor# 004333; PA002562 expires 9/30/19
All Auto Parts on previously established Universal Term Contracts, under the FLT purchasing code specification
Glockner Oil Company - CC# 31-1004796, Vendor# 004587, PA000322, expires 6/30/18
Fiscal Impact: This ordinance authorizes an expenditure of $3,200,000 from the Fleet Management Operating Fund from previously established Universal Term Contracts for parts related to City vehicles. For 2018, the Fleet Management Division budgeted $5.6 million for parts, tires, and supplies to keep the City's vehicle fleet in operation. In 2017, the Fleet Management Division expended $4.8 million for parts, $900,000 for tires, and $240,000 for automotive supplies. In 2016, The Fleet Management Division expended $5.4 million for parts, $850,000 for tires, and $350,000 for automotive parts. This ordinance is contingent on the passage of the 2018 Operating Budget.
Emergency action is requested to ensure that purchase orders can be established as soon as the City's 2018 Operating Budget is passed to ensure an uninterrupted supply of automotive parts, tires, and supplies, thereby keeping City owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles.
Title
To authorize the Director of Finance and Management to associate all General Budget reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement for tires, parts, and oil, thereby allowing the Fleet Management Division to purchase needed equipment; to authorize the expenditure of $3,200,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($3,200,000.00)
Body
WHEREAS, various Universal Term Contracts (UTC) have been established through the formal competitive bidding process of the Purchasing Office for vehicle parts and supplies; and
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase automotive parts, tires, and supplies for motorized equipment and vehicles operated by the City; and
WHEREAS, it is necessary to authorize the expenditure of $3,200,000.00 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, tires, and supplies as soon as the City's 2018 Operating Budget is approved, allowing for 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 associate all General Budget reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement , per the terms and conditions of all Universal Term Contracts for automotive parts and services. Current vendors are as follows:
TIRES
• Bob Sumerel Tire Company - CC# 31-0807676, Vendor# 004333; PA002562 expires 9/30/19
AUTO PARTS
• All Auto Parts on previously established Universal Term Contracts, under the FLT specification
OIL
• Glockner Oil Company - CC# 31-1004796, Vendor# 004587; PA000322 expires 06/30/2018
SECTION 2. That the expenditure of $3,200,000.00 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 0291-2018 Legislation Template.xls
SECTION 3. That the Finance and Management Director is hereby authorized to issue purchase orders and establish contracts for parts, and supplies 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 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 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.