Explanation
BACKGROUND: This ordinance authorizes the Director of the Department of Public Safety to enter into contracts with Continental Flooring Company, King Business Interiors, Inc., & E2 Optics, LLC for the Police Records Office Project. Continental Flooring Company will provide removal and disposal of existing carpet, along with site preparation, furniture moving, & installation services related to the new flooring. King Business Interiors, Inc. will provide modular furniture, seating, shelving, and related components for the office space. E2 Optics, LLC will provide network drops for the workspace. The purpose of this project is to move all of the members of the Division of Police Public Records Section to the same floor in order to increase efficiency in responding to public records requests and maximize the use of office space at Police Headquarters.
BID WAIVER: Continental Flooring Company, King Business Interiors, Inc., & E2 Optics, LLC have the specialized knowledge and experience needed to complete this project. Continental Flooring Company provided pricing as part of the National Intergovernmental Purchasing Alliance (National IPA) program. King Business Interiors, Inc. holds the state term contract for furniture. E2 Optics, LLC is the vendor that the Department of Technology currently works with for network drops and related services for projects throughout the City.
CONTRACT COMPLIANCE: The contract compliance number for Continental Flooring Company is CC010546 and expires (update pending). The contract compliance number for King Business Interiors, Inc. is CC005688 and expires 11/7/25. The contract compliance number for E2 Optics, LLC is CC030330 and expires (update pending).
FISCAL IMPACT: Funding in the amount of $90,000.00 is available within the General Permanent Improvement Fund, Fund 7748 for this purchase.
Emergency Designation: Emergency legislation is requested because of the need to complete this project as quickly as possible in order to increase efficiency in responding to public records requests and maximize the use of office space at Police Headquarters.
Title
To amend the 2024 Capital Improvement Budget; to appropriate and transfer funds within the General Permanent Improvement Fund; to authorize the Director of the Department of Public Safety to enter into contracts with Continental Flooring Company, King Business Interiors, Inc., & E2 Optics, LLC for the Police Records Office Project; to waive the competitive bidding requirements of Columbus City Code; to authorize the expenditure of $90,000.00 from the General Permanent Improvement Fund for this project; and to declare an emergency. ($90,000.00)
Body
WHEREAS, the Department of Public Safety, Division of Police is engaged in the Police Records Office project; and
WHEREAS, the work for this project consists of removal and disposal of existing carpet; site preparation, furniture moving, & installation of new flooring; purchase and installation of modular furniture, seating, shelving, and related components; and installation of required network drops for the workspace; and
WHEREAS, Continental Flooring Company will provide removal and disposal of existing carpet, along with site preparation, furniture moving, & installation services related to the new flooring; and
WHEREAS, King Business Interiors, Inc. will provide modular furniture, seating, shelving, and related components for the office space; and
WHEREAS, E2 Optics, LLC will provide network drops for the workspace; and
WHEREAS, funds are available in the 2024 Capital Improvement Budget, General Permanent Improvement Fund, Fund 7748, for this purpose; and
WHEREAS, it is necessary to appropriate and transfer funds within the General Permanent Improvement Fund, Fund 7748, and also to amend the 2024 Capital Improvement Budget in order to properly align appropriations with projected expenditures; and
WHEREAS, it is necessary to authorize an expenditure from the General Permanent Improvement Fund, Fund 7748, for this project; and
WHEREAS, a bid waiver is necessary for this project due to the specialized knowledge and experience of the project vendors and the availability of special pricing under the National Intergovernmental Purchasing Alliance (National IPA) and the State Term Contract for Office Furniture; 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 to enter into contracts with Continental Flooring Company, King Business Interiors, Inc., & E2 Optics, LLC for the Police Records Office Project so as not to delay the project and to increase efficiency in responding to public records requests and maximize the use of office space at Police Headquarters, all for the immediate preservation of the public peace, property, health, safety, and welfare; and; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvement Budget be amended in Fund 7748, as follows, to establish proper authority for this purchase:
Fund | Project Name & Funding Source | Project Number | Current Authority | Revised Authority | Difference
7748 | Unallocated Balance (General Perm Imp Carryover) | P748999-100000 | $1,278,905 | $1,188,905 | ($90,000.00)
7748 | Police Facility Renovation (General Perm Imp Carryover) | P330021-100000 | $0.00 | $90,000.00 | $90,000.00
SECTION 2. That the appropriation of $90,000.00 or so much thereof as may be needed, is hereby authorized within the General Permanent Improvement Fund 7748 per the account codes in the funding attachment to this ordinance.
SECTION 3. That the transfer of $90,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7748 (General Permanent Improvement Fund) per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of the Department of Public Safety be and is hereby authorized to enter into contract with Continental Flooring Company, 9319 North 94th Way, Suite 1000, Scottsdale, AZ 85258, for the Police Records Office project in the amount of up to $18,132.58, which includes $4,302.58 in contingency funding to address the possibility of additional costs once the existing flooring is removed, as identified on the quote.
SECTION 5. That the Director of the Department of Public Safety be and is hereby authorized to enter into contract with King Business Interiors, Inc., 1400 Goodale Blvd., Suite 102, Columbus, OH 43212, for the Police Records Office project in the amount of up to $65,021.23.
SECTION 6. That the Director of the Department of Public Safety be and is hereby authorized to enter into contract with E2 Optics, LLC, 110 Venture Dr., Pataskala, OH 43062, for the Police Records Office project in the amount of up to $6,846.19.
SECTION 7. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to Competitive bidding for this purchase and does hereby waive the same.
SECTION 8. That the expenditure of $90,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7748 (General Permanent Improvement Fund), Dept-Div 3003 (Division of Police), Project P330021-100000 (Police Facility Renovation), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 9. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 10. 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 11. 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 12. 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.