Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to issue a purchase order to Atlantic Emergency Solutions (Vendor #034448) for the purchase of five (5) ambulances for use within the Division of Fire. The Fire Division is in need of said ambulances for the implementation of alternative emergency response vehicle deployment for use in daily emergency response situations.
Bid Information: The Purchasing Office advertised and solicited competitive bids for these vehicles and equipment in accordance with the relevant provisions of Chapter 329 relating to competitive bidding via Request for Quotation No. RFQ025981; two (2) bids were received with the following results:
Penn Care, Inc. $97,025.00 per unit $485,125.00 total low bid was non-responsive as pricing failed to include all specified equipment
Atlantic Emergency Solutions $129,466.00 per unit $647,330.00 total bid met specifications but was non-responsive as bid included an expiration date that preceded Purchasing's 180 day requirement
Given that both vendors submitted non-responsive bids, a bid waiver is requested to award to Atlantic Emergency Solutions whose specified ambulance and related equipment met all specifications. Further, time constraints and price volatility do not allow for the re-bidding of these vehicles and equipment.
Emergency Designation: The Division of Fire requests emergency legislation so that the purchase of said emergency response vehicles and related equipment can commence as soon as possible to avoid potential supply chain delays.
FISCAL IMPACT: Unencumbered cash will be available upon transfer within the Safety Bond Fund for this purchase. Amendments to the 2023 Capital Improvement Budget are necessary.
Title
To authorize and direct the City Auditor to transfer $647,330.00 betwee projects within theSafety Bond Fund; to amend the 2023 Capital Improvement Budget; to waive the competitive bidding and sale of surplus 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 for the purchase of five (5) ambulances in the amount of $647,330.00; to authorize the expenditure of $647,330.00 from the Safety Voted Bond Fund; and to declare an emergency. ($647,330.00)
Body
WHEREAS, a need exists within the Fire Division to purchase ambulances for front line EMS response; and
WHEREAS, it is necessary to amend the 2023 Capital Improvement Budget; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Safety Bond Fund; and
WHEREAS, it is necessary to authorize the Director of Finance and Management to issue purchase orders to Atlantic Emergency Solutions for the purchase of EMS emergency response apparatus/vehicles and related equipment needed by the Division of Fire; and
WHEREAS, a waiver to the competitive bidding of the Columbus City Codes is necessary; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is immediately necessary to authorize the Director of Finance and Management to enter into contacts for these purchases and authorize the City Auditor to transfer said funds from the Special Income Tax Fund into the Safety Voted Bond Fund to purchase said equipment, emergency action is required as funds are needed immediately so that production of these custom appartaus/vehicles can commence upon passage of this ordinance to avoid supply chain delays and accommodate lengthy build times, all 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 2023 Capital Improvement Budget (Ordinance 1711-2023) is hereby amended as follows in order to provide sufficient budget authority for this ordinance.
Fund / Project / Project Name (Funding Source) / Current / Change / Amended
Fund 7701; P330066-100006; 30-03 Police Impound Lot Resurfacing (Voted Carryover) / $4,487,056 / ($647,330) / $3,839,726
Fund 7701; P340150-100000; Fire Apparatus Replacement - Medics (Voted Carryover) / $2,908,477 / +$647,330 / $3,555,807
Fund 7701; P340150-100000; Fire Apparatus Replacement - Medics (Voted 2019 SIT Supported) / $647,330 / ($647,330) / $0.00
Fund 7701; P330066-100006; 30-03 Police Impound Lot Resurfacing (Voted 2019 SIT Supported) / $10,512,944/ +$647,330 / $11,160,274
SECTION 2. That the transfer of cash and appropriation in the amount of $647,330.00 is hereby authorized between between projects within the Safety Voted Bond Fund 7701, per the account codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $647,330.00 or so much thereof as may be needed, is hereby authorized within the Safety Voted Bond Fund 7701, per the account codes in the attachment to this ordinance.
SECTION 4. That the Finance and Management Director be and is hereby authorized to issue a purchase order to Atlantic Emergency Solutions for the purchase of five (5) ambulances in the amount of $647,330.00.
SECTION 5. 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 4 above.
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.
SECTION 7. 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 8. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding of the Columbus City Code, Chapter 329, relating to the aforementioned purchase for the Division of Fire.
SECTION 9. 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.