Explanation
BACKGROUND: This ordinance is to authorize and direct the Finance and Management Director to issue purchase orders to Buy Rite Office Products, Inc., and Continental Office Environments for the purchase of furniture for the Fire Division. The Fire Division is in need of new furniture to replace old and distressed furniture at various fire stations throughout the City of Columbus.
Bid Information: Bid solicitation SA004364 was opened on May 10, 2012 for furniture/seating for the Columbus Fire Division; five (5) vendors submitted bids for this solicitation: Flexsteel Industries, Inc., a Majority company, Continental Office Environments, a Majority company, A-1 Business Products, a Majority company, Buy Rite Office Products, Inc. a Majority company, and Salem Office Products, Inc., a Majority company. The Fire Division and the Purchasing Office recommend the bid award for the following items as the lowest, most responsive bids for this solicitation:
Buy Rite Office Products, Inc. ~ Item #1
Continental Office Environments ~ Items #2 and #3
Salem Office Products, Inc. submitted the low bid for an alternate chair for Item #1, but said alternate did not meet the specification as to functionality and dimension and was removed from consideration.
Contract Compliance: Buy Rite Office Products, Inc. #341636562 exp. 11/18/13; Continental Office Environments #314413238 exp. 5/9/14
Emergency Designation: Emergency action is requested as funds are needed immediately to ensure prompt acquisition of the aforementioned furniture in accordance with the expiration of the bid solicitation.
FISCAL IMPACT: This ordinance authorizes the appropriation, transfer and expenditure of $170,432.66 within the existing monies in the Division of Fire's Build America Bonds Fund for this purchase. This ordinance also amends the 2012 Capital Improvement Budget (CIB).
Title
To amend the 2012 Capital Improvement Budget; to authorize and direct the Finance and Management Director to issue purchase orders to Buy Rite Office Products, Inc., and Continental Office Environments for the purchase of furniture for the Fire Division; to authorize the appropriation, transfer and expenditure of $170,432.66 within the Build America Bonds Fund; and to declare an emergency. ($170,432.66)
Body
WHEREAS, it is necessary to amend the 2012 Capital Improvements Budget and transfer between projects within the Build America Bonds Fund; and
WHEREAS, there is a need to purchase furniture for the fire station facilities located throughout the City of Columbus utilizing monies from the Build America Bonds Fund; and
WHEREAS, bids for this furniture were solicited by the Purchasing Office via solicitation SA004364, with the lowest and best bids being submitted by Buy Rite Office Products, Inc., and Continental Office Environments; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is necessary to purchase said furniture, for the immediate 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 2012 Capital Improvement Budget is hereby amended as follows:
Fund 746
Project Name| Project No.|Current Authority|Revised Authority|Difference
Investment Earnings 746999-100000 (Voted Carryover) $253,532|$284,389|$30,857
Investment Earnings 746999-100000 (Voted Carryover) $284,389|$113,956|($170,433)
Fire Facility Renovation 340103-100000 (Voted Carryover) $7,396|$177,897|$170,501
SECTION 2. That the appropriation and transfer of of $170,432.66, or so much thereof as may be necessary, be and is hereby authorized as follows to pay the cost thereof:
From ~ Build America Bond Fund, Fund 746, Dept/Div No. 45-01, Object Level One 06, Object Level Three 6640, OCA 746999, Project #746999-100000 Investment Earnings.
To ~ Build America Bond Fund, Fund 746, Division of Fire No. 30-04, Object Level One 06, Object Level Three 6640, OCA 710103, Project #340103-100000 Fire Facility Renovations.
SECTION 3. That the Finance and Management Director be and is hereby authorized and directed to issue purchase orders to Buy Rite Office Products, Inc., and Continental Office Environments for the purchase of furniture for the Fire Division in accordance with the terms and conditions of the aforementioned bid solicitation as follows:
Buy Rite Office Products, Inc. ~ Item #1; 374 @ $421.00 each = $157,454.00
Continental Office Environments ~ Item #2; 15 @ $705.50 each = $10,582.50; Item #3; 8 @ $299.52 each = $2,396.16; total $12,978.66
SECTION 4. That the expenditure of $170,432.66, or so much thereof as may be necessary, be and is hereby authorized as follows to pay the cost thereof:
* $170,432.66 ~ Build America Bond Fund, Fund 746, Division of Fire No. 30-04, Object Level One 06, Object Level Three 6640, OCA 710103, Project #340103-100000 Fire Facility Renovations.
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 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; except that no transfer shall be so made from a project account funded by monies from more than one source.
SECTION 7. 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.