Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders, on behalf of the Fleet Management Division, with Enterprise Holdings Inc. for the rental of vehicles on behalf of City Departments, through a State of Ohio cooperative contract.
Ordinance #582-87 authorized City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts. The State of Ohio cooperative contract RS902820 with Enterprise Holdings, Inc. expires 9/15/2023.
Fiscal Impact: This legislation authorizes an expenditure of $112,793.55 from the Fleet Management Operating Fund with Enterprise Holdings Inc. for the rental of passenger and cargo vans for use by City Departments. The Fleet Management Division budgeted $70,000.00 within the Fleet Operating Fund for vehicle rentals in 2023. Unforeseen increases in rental costs requires Fleet to surpass this amount. In 2022, $57,451.25 was expended for vehicle rental. In 2021, $40,682.95 was expended for these services.
Emergency action is requested to ensure that planned summer programming can commence without interruption.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for vehicle rental services with Enterprise Holdings Inc. in accordance with the terms and conditions of State of Ohio Cooperative Contracts; to authorize the expenditure of $112,793.55 from the Fleet Management Operating Fund; and to declare an emergency. ($112,793.55)
Body
WHEREAS, there is a need for the Fleet Management Division to rent cargo and passenger vans for use by the Recreation & Parks Department for their 2023 summer programs and for other City department needs; and
WHEREAS, there is a need for the Fleet Management Division to utilize the State of Ohio Cooperative Contracts pricing for Enterprise Holdings Inc.; and
WHEREAS, funding for these vehicles is budgeted and available within the Fleet Management Operating Fund; and
WHEREAS, Ordinance #582-87 authorized city agencies to participate in Ohio DAS Cooperative contracts and State Contract RS902820 is available for vehicle rental services; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Fleet Management Division, in that it is immediately necessary to authorize the Director to enter into contract with Enterprise Holding Inc., so that planned summer programming can commence without interruption, 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, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders pursuant to the terms and conditions of State of Ohio Cooperative Contracts, as follows:
State Contract No. RS902820; Enterprise Holding Inc., expires 9/15/2023
Vehicle rental services ($112,793.55)
SECTION 2. That the expenditure of $112,793.55, or so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized and approved from the Fleet Management Operating Fund 5200, SubFund 520001 in Object Class 03, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 1526-2023 Legislation Template.xls
SECTION 3. That the monies in the foregoing SECTION 2 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 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 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 to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.