Explanation
Background: This ordinance authorizes the Finance and Management Director to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contracts for automotive parts on behalf of the Fleet Management Division, in order to repair and service City vehicles. All related purchase orders for automotive parts will be issued from Universal Term Contracts previously established by the City of Columbus, Purchasing Office.
During 2023, the Fleet Management Division is budgeted to spend $5,700,000.00 for parts, to keep the City's fleet of approximately 6,000 vehicles in operation. Fleet Management processes over 30,000 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 $5,700,000.00 from the Fleet Management Operating Fund from previously established Universal Term Contracts for parts related to City vehicles. In 2022, the Fleet Management Division expended $5,700,000.00 for parts to keep the City's vehicle fleet in operation. In 2021, the Fleet Management Division expended $5,900,000.00 for parts.
This ordinance is contingent upon the passage of the 2023 Operating Budget.
Emergency action is requested to ensure that purchase orders can be established as soon as the City's 2023 Operating Budget is passed to ensure an uninterrupted supply of automotive parts, 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 for the Fleet Management Division per the terms and conditions of various previously established Universal Term Contracts; to authorize the expenditure of $5,700,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($5,700,000.00)
Body
WHEREAS, various Universal Term Contracts (UTC) have been established through the formal competitive bidding process of the Purchasing Office for vehicle parts; and
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 $5,700,000.00 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, 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 automotive parts and services. Current vendors are as follows:
AUTO PARTS
• All Auto Parts on previously established Universal Term Contracts, under the FLT specification
SECTION 2. That the expenditure of $5,700,000.00 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 0190-2023 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 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 5. 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 6. 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 7. 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.