Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Springfield Acme Electric Company for Temporary Utility Services for 2023 Jazz and Rib Fest and CBUS Soul Fest. The dates for the contract would be July 17 through August 22, 2023. This includes setup for before the first event through tear down from the second event. The event dates are: Jazz & Rib Festival - July 21-23, 2023 and CBUS Soul - August 19, 2023.
The contract amount is for $64,250.00.
Jazz and Rib Fest and CBUS Soul Fest are both annual events that are hosted by the Special Events Office of Recreation and Parks. Jazz and Rib Fest is Columbus’ largest free outdoor music festival and one of the nation’s largest rib cook-offs. In order to accommodate performers, vendors and other amenities, additional power and water is needed, which requires professional installation, equipment and labor.
Vendor Bid/Proposal Submissions:
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on April 26, 2023 and received by the Recreation and Parks Department on May 18, 2023. Bids were received from the following companies:
Springfield Acme Electric Company: $64,250.00
After reviewing the proposals that were submitted, it was determined that Springfield Acme Electric Company was the lowest and most responsive bidder. This contractor has previous experience with these events, necessary qualifications and availability to perform the required services.
Principal Parties:
Springfield Acme Electric Company
400 South Lowry Street
Springfield, Ohio 45506
Aaron McCurdy, (937) 325-5534
Contract Compliance Number, Tax ID: 004148, xx-xxxxxxx
Emergency Justification: Emergency action is requested due to increase cost pushing the total over $50,000.00 for the first time and the first event taking place in July. Also, to ensure that both events can proceed as scheduled and contractor has ample time to secure all necessary equipment and meet the required timeline for the 2023 summer festivals.
Benefits to the Public: This project will benefit the public by continuing the presence of free, public events for residents to enjoy.
Community Input/Issues: None
Area(s) Affected: Citywide (99)
Master Plan Relation: This project will support the Recreation and Parks Master Plan by connecting the people of our community through the power of nature, wellness, and creativity, by hosting large community events that are free for the public.
Fiscal Impact: $64,250.00 is budgeted and available from within the Recreation and Parks Operating Fund 2285 to meet the financial obligations of this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with Springfield Acme Electric Company for Temporary Utility Services for 2023 Jazz and Rib Fest and CBUS Soul Fest; to authorize the expenditure of $64,250.00 from the Recreation and Parks Operating Fund, and to declare an emergency. ($64,250.00)
Body
WHEREAS, it is necessary to authorize the Director of the Recreation and Parks to enter into a contract with Springfield Acme Electric Company for Temporary Utility Services for 2023 Jazz and Rib Fest taking place July 21 - 23, 2023 and CBUS Soul Fest taking place August 19, 2023; and
WHEREAS, it is necessary to authorize the expenditure of $64,250.00 is budgeted and available from within the Recreation and Parks Operating Fund 2285; and
WHEREAS, an emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to enter into contract with Springfield Acme Electric Company as cost pushing the total over $50,000 for the first time and the first event taking place in July. Also, to ensure that both events can proceed as scheduled and contractor has ample time to secure all necessary equipment and meet the required timeline for the 2023 summer festivals and, NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with Springfield Acme Electric Company for Temporary Utility Services for 2023 Jazz and Rib Fest and CBUS Soul Fest.
SECTION 2. That for the purpose stated in Section 1, the expenditure of $64,250.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Operating Fund 2285 per the accounting codes in the attachments to this ordinance.
SECTION 3. 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 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 for the 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.