Explanation
Background: This legislation authorizes the Finance and Management Director to modify and increase a contract on behalf of the Fleet Management Division with Crown Welding and Fabricating LLC, for welding and fabrication services.
The Department of Finance and Management solicited Competitive Bids for the subject services in accordance with the relevant provisions of Chapter 329 of City Code (RFQ023824). As authorized by Ordinance No. 0682-2023, the original contract was entered into on April 20th 2023, with the option to renew for three (3) additional one (1) year periods upon mutual agreement and approval of Columbus City Council. The contract renewal for $50,000.00 is the third renewal option for one (1) year, from the date of execution by the City of Columbus,
1. Amount of additional funds: The total amount of additional funds needed for the modification is $75,000.00.
Original Contract - $50,000.00
Modification - $75,000.00
Total $125,000.00
2. Reason additional funds were not foreseen: Due to an unforeseen increase in utilization. The initially allotted amount of funding will not last through year end. Services were anticipated under the original contract; This is a planned modification and renewal as per original Ordinance No. 0682-2023.
3. Reason other procurement processes were not used: The City currently works with Crown Welding and Fabricating LLC for these services. Regular procurement processes were utilized.
4. How was the cost determined: The cost of this modification was determined based on the average of the current utilization. The proposed increase of $75,000.00 is considered fair and reasonable and reflective of current service needs.
This Modification will allot enough money to continue these services uninterrupted. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
Crown Welding and Fabricating LLC, D365#005362. CC Expires 01/24/2027
Fiscal Impact: This ordinance authorizes the modification of the contracted amount to $125,000.00 from $50,000.00 and the expenditure of $75,000.00 from the Fleet Management Operating Fund with Crown Welding and Fabricating LLC, for the purchase of welding and fabrication services. The Fleet Management Division budgeted $125,000.00 in the operating fund for these services.
EMERGENCY DESIGNATION: is therefore necessary to ensure that welding and fabrication services remain immediately available to Fleet Management, prevent avoidable delays in completing specialized repairs, and maintain the operational readiness and availability of City vehicles and equipment used by Police, Fire, Refuse Collection, roadway operations and other essential municipal operations. A delay in completing these repairs could extend vehicle and equipment downtime, reduce the number of operational units available to City departments.
Title
To authorize the Director of Finance and Management, on behalf of the Fleet Management Division, to modify and increase a contract with Crown Welding and Fabricating LLC, for the purchase of welding and fabrication services; to modify the contracted amount from $50,000.00 to $125,000.00; to authorize the expenditure of $75,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($75,000.00)
Body
WHEREAS, it is necessary to contract for the purchase of welding and fabrication services for Fleet Management Division; and
WHEREAS, the Fleet Management Division solicited a bid (RFQ023824) and awarded this contract to Crown Welding and Fabricating LLC; and
WHEREAS, Ordinance No. 0682-2023, passed by City Council on April 5th, 2023, authorized the original contract with Crown Welding and Fabricating LLC, for an initial one-year term, which provided for three (3) annual renewal options; and
WHEREAS, it is necessary to modify and increase the existing contract with Crown Welding and Fabricating LLC, to provide for continued services during the 2026 fiscal year; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Fleet Management, in that it is immediately necessary to authorize the Director of Finance and Management to modify and increase the current contract for the purchase of welding and fabrication services with Crown Welding and Fabricating LLC, to authorize welding and fabrication services in order to prevent delays in specialized vehicle and equipment repairs, reduce avoidable vehicle downtime, and maintain the operational readiness of City vehicles and equipment utilized in public-safety and other essential municipal services, 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, on behalf of the Fleet Management Division, is hereby authorized to increase the contract with Crown Welding and Fabricating LLC, for the purchase of welding and fabrication services.
SECTION 2. That the expenditure of $75,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized in Fund 5200 Fleet Management Operating Fund in Object Class 03-Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2363-2026 Legislation Template.xls
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 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 or vetoes the same.