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 vehicle oil on behalf of the Fleet Management Division, in order to maintain and service City vehicles. All related purchase orders will be issued from Universal Term Contracts previously established by the City of Columbus, Purchasing Office. The current Universal Term Contract is with Glockner Oil company.
Glockner Oil Company - CC# 31-1004796, Vendor# 004587; PA003183 - Oils & Greases expires 06/30/2020
During 2019, the Fleet Management Division is budgeted to spend $400,000.00 for vehicle oil and related automotive supplies to keep the City's fleet of approximately 6,000 vehicles in operation.
Fiscal Impact: This ordinance authorizes an expenditure of $25,000.00 from the Fleet Management Operating Fund from a previously established Universal Term Contract for vehicle oil and related automotive supplies related to maintenance of City vehicles. The Fleet Management Division expended $250,000 in 2017 and $240,000.00 in 2018 for vehicle oil and related automotive supplies. Including this ordinance, in 2019 $235,000 has been expended.
Emergency action is requested to ensure uninterrupted maintenance of City vehicles.
Title
To authorize the Director of Finance and Management to associate all General Budget Reservations resulting from this ordinance and to establish purchase orders with the appropriate Universal Term Contract Purchase Agreement for vehicle oil and related automotive supplies; to authorize the expenditure of $25,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($25,000.00)
Body
WHEREAS, the Finance and Management Department, Fleet Management Division, has a need to purchase vehicle oil and related and automotive supplies for motorized equipment and vehicles, and
WHEREAS, a Universal Term Contract (UTC) has been established through the formal competitive bidding process of the Purchasing Office for vehicle and automotive supplies, 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 vehicle and oil and related automotive supplies, 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 associate all General Budget reservations resulting from this ordinance and to establish purchase orders with the appropriate Universal Term Contract Purchase Agreement, per the terms and conditions of all Universal Term Contracts for vehicle oil and related automotive supplies. Current vendor(s) are as follows:
Glockner Oil Company - CC# 31-1004796, Vendor# 004587; PA003183 - Oils & Greases expires 06/30/2020
SECTION 2. That the expenditure of $25,000.00, 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 3105-2019 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.