Explanation
BACKGROUND AND BID INFORMATION:
This legislation authorizes the Finance and Management Director to issue purchase orders to Atlantic Emergency Solutions, Inc. for the purchase of Fire and EMS emergency response apparatus/vehicles and related equipment.
Competitive bidding is being waived for the below vendor. City agencies are required to obtain at least three actual quotes from State Term Schedules (STS). Due to reasons referenced below, the Fire Division requests procurement via STS which requires a bid waiver.
The apparatus from Atlantic Emergency Solutions, Inc. have been the Fire Division's standardized equipment for several years, as both the Divisions of Fire and Fleet Management believe these products are the best for their operations given the quality, durability and customizability this manufacturer offers, as well as the cost-effective approach that has resulted from negotiating directly with each manufacturer during the build process. The subsequent contract established by Fleet Management with this manufacturer has also simplified the managing of parts/service after purchase.
Atlantic Emergency Solutions, Inc. ~ FID #273187193 / Vendor 034448 / SOS Entity 4595230 ~ The Division of Fire is in need to purchase two (2) Pierce Enforcer Pumpers in the total amount of $2,504,426.00. These purchases will also include all pertinent equipment to be utilized on the respective vehicles. These purchases are made in accordance with State of Ohio Index #STS618, Schedule #800918, which expires 6/30/2025. The purchase from Atlantic Emergency Solutions, Inc. includes two (2) inspection trips at a cost of $21,000 are outside of the scope of the STS and a waiver is required for that portion.
EMERGENCY DESIGNATION: Current build times (24 months for engines) for the fire apparatus purchased in this ordinance require emergency action to ensure funds are encumbered immediately to allow for the production of these custom apparatus to commence upon passage of this ordinance and confirmation of the subsequent purchase orders.
FISCAL IMPACT: Cash is available upon transfer from various projects within the Safety Voted Bond Fund for this purchase. An amendment to the 2024 Capital Improvement Budget is also required
Title
To authorize and direct the City Auditor to transfer $2,504,426.00 within various projects of the Safety Voted Bond Fund; to amend the 2024 Capital Improvement Budget; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the Finance and Management Director to enter into a contract with and issue a purchase order to Atlantic Emergency Solutions, Inc. for the purchase of two (2) Pierce Enforcer Pumpers; to authorize the expenditure of $2,504,426.00 from the Safety Voted Bond Fund; and to declare an emergency. ($2,504,426.00)
Body
WHEREAS, a need exists within the Fire Division to purchase front line response rescue and fire apparatus and related equipment; and,
WHEREAS, a transfer of funds within the Safety Voted Bond Fund is necessary to fund this purchase; and,
WHEREAS, it is necessary to amend the 2024 Capital Improvement Budget; and;
WHEREAS, it is necessary to authorize an expenditure of funds from the Safety Voted Bond Fund; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to issue purchase orders to Atlantic Emergency Solutions, Inc. for the purchase of emergency response apparatus/vehicles and related equipment needed by the Division of Fire; and,
WHEREAS, a waiver to the competitive bidding provisions of the Columbus City Codes is necessary as per the attached waivers to this ordinance; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety in that it is immediately necessary to authorize the Director of the Department of Finance and Management to enter into a contract to make these purchases and transfer said funds from within the Safety Voted Bond Fund to purchase said equipment because current build times are 24 months for engines for the fire apparatus purchased and it is immediately necessary to allow for the production of these custom apparatus to commence sooner rather than later, all for the immediate preservation of the public health, peace, property, safety, and welfare; and Now, Therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. To authorize the Finance and Management Director to enter into a contract with and issue a purchase order to Atlantic Emergency Solutions, Inc. for the purchase of emergency response apparatus/vehicles and related equipment.
SECTION 2. That the City Auditor is hereby authorized and directed to transfer said funds within the Safety Voted Bond Fund per the account codes in the attachment to this ordinance at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 3. That the transfer of cash and appropriation in the amount of $2,504,426.00 is hereby authorized between projects within the Safety Voted Bond Fund, per the account codes in the attachment to this ordinance
SECTION 4. That the 2024 Capital Improvement budget is hereby amended as follows in order to provide sufficient budget authority for this ordinance.
Fund | Project Name (Funding Source) | Project Number | Current Authority | Revised Authority | Difference__
7701 Police Substation - Hilltop Area (Voted Carryover) P330070-100000 $9,923,283.00 $7,418,857.00 ($2,504,426.00)
7701 Fire Apparatus Replacement - Engines (Voted Carryover) P340152-100000 $ 0.00 $2,504,426.00 $2,504,426.00
7701 Fire Apparatus Replacement (Voted 2022 ITSA Supported) P340101-100000 $2,785,856.00 $2,281,430.00 ($504,426.00)
7701 Fire Apparatus Replacement - Engines (Voted 2022 ITSA Supported) P340152-100000 $2,000,000.00 $0.00 ($2,000,000.00)
7701 Police Substation - Hilltop Area (Sullivant Ave.) (Voted 2022 ITSA Supported) P330070-100000 $5,214,144.00 $7,718,570.00 $2,504,426.00
SECTION 5. That the expenditure of $2,504,426.00, or so much thereof as may be needed, is authorized in Fund 7701 (Safety Bond Fund), Dept-Div 3004 (Division of Fire), Project P340152-10000 (Fire Apparatus Replacement - Engines) in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 6. That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in Section 3 above.
SECTION 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. That all 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 9. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding equipment provisions of the Columbus City Code, Chapter 329, relating to the aforementioned purchases from Atlantic Emergency Solutions, Inc. for the Division of Fire.
SECTION 10. That for the 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 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.