Explanation
This ordinance authorizes the Finance and Management Director to create various purchase orders for facilities management related parts and services on behalf of the Facilities Management Division in order to repair and service city buildings and to properly respond to emergencies that may arise with respect to the maintenance and repair of various city facilities.
Additionally, despite these best and planned efforts, when a building repair becomes necessary there may not be a purchase order or contract in place with the appropriate vendor for the needed part or service. If the needed parts or services are of an emergency nature, there may not be time to procure such commodities through the city's competitive bidding process. As such, this ordinance authorizes the Finance and Management Director to establish contracts and purchase orders in emergency situations only with those vendors necessary to provide the part or repair service needed and to waive the competitive bidding provisions of Columbus City Code section 329.07 if warranted. However, all best efforts will be made to utilize existing City Universal Term Contracts and to identify the appropriate vendors with the necessary skills to provide the needed part or service at the lowest cost to the city.
Fiscal Impact: This legislation authorizes an expenditure of $35,000.00 with various vendors to purchase facilities management related parts, supplies, and services. Funds are available within the division's general fund budget and are incorporated into the 3rd Quarter Financial Review.
Emergency action is requested to ensure an uninterrupted supply of parts, supplies, and services, thereby keeping city owned facilities in operation, including Police, Fire, and Public Service facilities.
Title
To authorize the Finance and Management Director, on behalf of the Facilities Management Division, to establish various purchase orders for emergency parts, supplies, and services; to authorize the expenditure of $35,000.00, from the general fund; to waive the competitive bidding provisions of the Columbus City Code for these emergency services and parts; and to declare an emergency. ($35,000.00)
Body
WHEREAS, the Finance and Management Department, Facilities Management Division, has a need to purchase parts, supplies, and services for building maintenance, repair, and upkeep; and
WHEREAS, it is also necessary to establish emergency funding for various unforeseen repairs, services, supplies, and parts; and
WHEREAS, it is necessary to establish contracts and purchase orders in emergency situations only with those vendors necessary to provide the part or repair service needed and to waive the competitive bidding provisions of Columbus City Code section 329.07; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to issue various purchase orders to ensure an uninterrupted supply of parts, supplies and services for upkeep of city buildings/facilities, 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 with various vendors on behalf of the Facilities Management Division in order to repair city owned and/or managed facilities in emergency situations as follow:
Dept/Div: 45-07
Fund: 10
OCA: 450040
Object level one: 02
Object level three: 2290
Amount: $5,000.00
Dept/Div: 45-07
Fund: 10
OCA: 450044
Object level one: 03
Object level three: 3370
Amount: $30,000.00
SECTION 2. That Council finds it in the best interest of the City to waive the competitive bidding provisions of Columbus City Code Section 329.07 in regard to the action authorized in SECTION 1.
SECTION 3. 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 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 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.