Explanation
BACKGROUND: The Division of Fire was awarded a grant from the Department of Homeland Security to purchase a truck (cab and chassis), to up-fit an existing Division of Fire Bomb Squad containment vessel, and to mount the vessel onto the truck chassis. The total amount of the grant is $203,000. However, the total cost of purchasing the cab and chassis and up-fitting and mounting the containment vessel is $248,788.00. The difference of $45,788 will be funded from The Department of Public Safety's voted Bond Funds. The payment of $203,000 will be issued by Franklin County, on behalf of the Department of Homeland Security and Ohio Emergency Management Agency. The City of Columbus and Franklin County entered into an Intergovernmental Agreement via Ordinance 1917-2005 to enable this type of purchase. This legislation will authorize and direct the Director of Finance and Management to execute those documents necessary for the purchases.
This legislation also authorizes the amendment of the 2010 Capital Improvement budget (CIB) and authorizes the City Auditor to transfer funds between projects within the Safety Voted Bond Fund.
Bid Information: Competitive bids were solicited by the Purchasing Office via solicitation SA003514 with two (2) vendors submitting bids as follows for the cab and chassis:
Fire Safety Services $143,788.00
Ferrara Fire Apparatus Inc. $159,783.00
After review of the bids by the Division of Fire's office of research and development, it is recommended that the cab and chassis contract be awarded to Fire Safety Services for having the lowest and best bid. However, due to minor specification exceptions that are acceptable to the Division of Fire, the Public Safety Department recommends a waiver of the competitive bid requirements. The up-fitting and the mounting of the containment vessel onto the cab and chassis will be sole sourced to NABCO Inc., due to the specialized and proprietary nature of the containment vessel. Any other firm performing these upgrades and mounting will void all warranties on the vessel. All equipment that is funded through US Homeland Security grants must be approved by the United States Homeland Security Office of Domestic Preparedness to be eligible for funding. There are no other approved methods of up-fitting and mounting that meets Fire's requirement at this time.
These companies are not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
Contract Compliance: Fire Safety Services-340962724 expires 02/01/2012; NABCO Inc. 251534103 expires 6/30/2012.
Emergency Designation: This legislation is to be declared an emergency measure so that grant deadlines can be met.
FISCAL IMPACT: This ordinance authorizes the Director of Finance and Management to enter into an agreement with NABCO Inc, to up-fit and mount an existing Fire bomb squad containment vessel onto a truck chassis to be purchased from Fire Safety Services. Funds from a Homeland Security grant will pay for $203,000.00 of the expenses and Public Safety's Voted Bond funds will be used for the remaining $45,788.00. The total cost of the project is $248,788.00.
Title
To authorize and direct the Director of Finance and Management to enter into contracts with Fire Safety Services for the purchase of a truck cab and chassis and with NABCO Inc. for the up-fit and mounting of a bomb squad containment vessel onto the truck chassis; to amend the 2010 CIB and transfer funds between projects within the Safety Voted Bond Fund; to authorize the expenditure of $45,788 from Safety Voted Bond Funds; to waive the competitive bidding provisions of the Columbus City Codes with respect to the contract with Fire Safety Services and to award a contract with NABCO Inc. in accordance with the sole source provisions of the Columbus City Codes; and to declare an emergency. ($45,788.00)
Body
WHEREAS, the Division of Fire has been awarded a grant from the Department of Homeland Security for the purchase of a truck cab and chassis and to properly up-fit an existing bomb containment vessel in order to mount it on the truck chassis; and
WHEREAS, formal competitive bids were solicited for the truck cab and chassis and the bids were waived due to minor exceptions that are acceptable to the Division of Fire; and
WHEREAS, it is necessary to up-fit and mount the bomb squad containment vessel in accordance with a sole source contract to NABCO Inc. due to the specialized nature of the task and the need to preserve all warranties on the NABCO vessel; and
WHEREAS, it is necessary to amend the 2010 CIB and authorize the City Auditor to transfer funds between projects within the Public Safety Voted Bond Fund; and
WHEREAS, an emergency exists in the usual daily operations of the Division of Fire, Department of Public Safety, in that it is immediately necessary to authorize and direct the Director of Finance and Management to execute those documents necessary for the acquisition of said equipment prior to the expiration of the grant period, for the preservation of 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 Director of Finance and Management be and is hereby authorized and directed to execute those documents necessary to enter into contracts with Fire Safety Services for the purchase of a truck cab and chassis, and with NABCO Inc. for the up-fit and mounting of the bomb squad containment vessel.
SECTION 2. That the 2010 Capital Improvement Budget is hereby amended as follows:
Safety Voted Bond Fund 701
Project/Project # CIB CIB Amount Revised
Police Apparatus Repl. 330034-100000 (Carryover) $69,423 $23,635
Fire Apparatus Replacement 340101-100000 (Carryover) $30,953 $76,741
SECTION 3. That the City Auditor is hereby authorized and directed to transfer funds within the Safety Voted Bond Fund as follows:
FROM:
Dept/Div: 30-03|Fund: 701|Project Number 330034-100000|Project Name - Police Apparatus Replacement|OCA Code 330034|Amount $45,788.00
TO:
Dept/Div: 30-04|Fund: 701|Project Number 340101-100000|Project Name - Fire Apparatus Replacement|OCA Code 644559|Amount $45,788.00
SECTION 4. That the Finance and Management Director is hereby directed to enter into contract with Fire Safety Services as partial payment for the purchase of a truck (cab and chassis) for the Division of Fire. The total cost of the cab and chassis is $143,788.00, however, a check for $98,000.00 will be issued by Franklin County directly to the company.
SECTION 5. That the expenditure of $45,788.00, or so much as may be necessary, be and is hereby authorized from the Safety Bond Fund: 701|Dept/Div: 30-04|Project Number 340101-100000|Project Name - Fire Apparatus Replacement|OCA Code 644559| OL3 Code 6652 to pay the cost thereof.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts and contract modifications associated with this ordinance.
SECTION 7. That grant funds from the Department of Homeland Security are being administered via Franklin County in the amount of $203,000.00.
SECTION 8. That in accordance with section 329.27 of the Columbus City Code, this Council finds it in the best interest of the City of Columbus to waive and does hereby waive section 329.27 (Formal Competitive bidding) of the City of Columbus Code in order to establish a contract with Fire Safety Services for the purchase of a truck, and that the upfit and installation of the bomb squad containment vessel be accomplished by NABCO Inc., in accordance with the Sole Source Provisions, 329.07(e), of the Columbus City Codes, 1959.
SECTION 9. 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 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.