Explanation
Background: This ordinance authorizes the Finance and Management Director to establish purchase orders for automotive parts 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 2019, the Fleet Management Division is budgeted to spend $4.5 million for parts to keep the City's fleet of approximately 6,000 vehicles in operation. Fleet Management processes over 40,000 work orders annually for all vehicles and equipment and requires purchase orders with over 400 vendors to help meet this need.
Fiscal Impact: This ordinance authorizes an expenditure of $3,500,000.00 from the Fleet Management Operating Fund from previously established Universal Term Contracts for parts related to repair of vehicles. In 2018, the Fleet Management Division expended $5.25 million for parts to keep the City's vehicle fleet in operation. In 2017, the Fleet Management Division expended $4.8 million for parts.
This ordinance is contingent on the passage of the 2019 Operating Budget.
Emergency action is requested so that purchase orders can be established as soon as the 2019 Operating Budget is passed to ensure an uninterrupted supply of automotive parts, thereby keeping 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 for the Fleet Management Division per the terms and conditions of various previously established Universal Term Contracts; to authorize the expenditure of $3,500,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($3,500,000.00)
Body
Body
WHEREAS, various Universal Term Contracts (UTC) have been established through the formal competitive bidding process of the Purchasing Office for vehicle parts; and
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase automotive parts for motorized equipment and vehicles operated by the City; and
WHEREAS, it is necessary to authorize the expenditure of $3,500,000.00 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 of Finance and Management to issue various purchase orders for automotive parts, allowing for timely maintenance, repair, and general upkeep 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 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:
AUTO PARTS
• All Auto Parts on previously established Universal Term Contracts, under the FLT specification
SECTION 2. That the expenditure of $3,500,000.00, 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 0259-2018 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.