Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into contracts and issue purchase orders in the amount of up to $52,000.00 to replace the security system and overhead doors at the Department of Public Service's facility at 1800 E. 17th Avenue.
The existing security system is not functioning and must be replaced. Damaged overhead doors will also be replaced as part of the security system project. The new security system will use Matrix Systems security equipment (the existing city standard security equipment). The system will be remotely monitored by city security staff as the city's downtown buildings are.
A bidding waiver is requested for the purchase of hardware and the installation/repair costs associated with this project. The 1800 E. 17th Avenue facility is not funded through the general fund and the costs of these systems must be paid by Public Service instead of the city's Department of Finance and Management. The equipment to be installed is to be compatible with the city's established standard for security systems so city security can monitor the systems. To ensure the needed compatibility, the equipment and installation work will be procured from the same companies used by the Department of Finance and Management.
The following companies will be used for this project:
Company Name City/State Majority/MBE/FBE/ASN /PHC
K.N.S. Services, Inc. Plain City, OH MAJ
Matrix Systems Miamisburg, OH MAJ
McKee Door Sales, Inc. Columbus, OH MAJ
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against any of these companies.
2. CONTRACT COMPLIANCE
K.N.S. Services, Inc.'s contract compliance number is 311460220 and expires 01/17/16.
Matrix Systems' contract compliance number is 310902711 and expires 12/30/15.
McKee Door Sales, Inc.'s contract compliance number is 310938547 and expires 04/14/16.
3. FISCAL IMPACT
Funds in the amount of $52,000.00 are available for this project in the Street and Highway Improvement Fund within the Department of Public Service. Amendment to the 2014 Capital Improvements Budget is necessary to establish sufficient cash and authority in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested so building security can be restored to full capability without delay.
Title
To amend the 2014 Capital Improvement Budget; to authorize the City Auditor to transfer cash and appropriation within the Street and Highway Improvement Fund; to waive the bidding requirements of City Code; to authorize the Director of Public Service to enter into contracts with K.N.S. Services, Inc., Matrix Systems, and McKee Door Sales, Inc. and issue purchase orders in the amount of up to $52,000.00 to replace the security system and overhead doors at the Department of Public Service's facility at 1800 E. 17th Avenue; to authorize the expenditure of up to $52,000.00 from the Street and Highway Improvement Fund to pay for this project; and to declare an emergency. ($52,000.00) (AMENDED BY ORD. 2712-2014 PASSED 11/24/2014)
Body
WHEREAS, the Department of Public Service has identified the need to replace the existing building security equipment and damaged overhead doors at its 1800 E. 17th Avenue location; and
WHEREAS, the security staff of the Department of Finance and Management monitors building security systems and has established an equipment standard; and
WHEREAS, this ordinance authorizes the Director of Public Service to enter into contracts to replace the security and fire detection systems and overhead doors at 1800 E. 17th Avenue; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that these contracts should be authorized immediately so that building security can be restored to full capability without delay, 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 2014 Capital Improvement Budget authorized by ordinance 0683-2014 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change / Amended
766 / 766999-100000 / 59-03 Unallocated Balance Fund 766 (Street & Highway Improvement Carryover) / $622,009.00 / ($52,000.00) / $570,009.00
766 /590132-100000 / 59-09 Facility Improvements (Street & Highway Improvement Carryover) / $84,208.00 / $52,000.00 / $136,208.00
SECTION 2. The sum of up to $52,000.00 be and is hereby appropriated from the unappropriated balance of the Streets and Highways G.O. Bonds Fund, Fund 766, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2014, as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 / 766999-100000 / 59-03 Unallocated Balance Fund 766 / 06-6600 / 766999 / $52,000.00
SECTION 3. That the City Auditor is hereby authorized to transfer cash and appropriation between projects within the Streets and Highways G.O. Bonds Fund, Fund 766 as follows:
From:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 / 766999-100000 / 59-03 Unallocated Balance Fund 766 / 06-6600 / 766999 / $52,000.00
To:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 /590132-100000 / 59-09 Facility Improvements / 06-6600 / 591136 / $52,000.00
SECTION 4. That in accordance with Section 329.27 of the Columbus City Code, City Council has determined that it is in the best interest of the City that the competitive bidding requirements of Chapter 329 of the City Code be waived and hereby waives said section.
SECTION 5. That the Director of Public Service be and is hereby authorized to enter into contract with K.N.S. Services, Inc., Matrix Systems, and McKee Door Sales, Inc., to install a building security system and overhead doors in an amount of up to $52,000.00.
SECTION 6. That for the purpose of paying the cost of this contract the sum of up to $52,000.00 or so much thereof as may be needed, is hereby authorized to be expended from the Street and Highway Improvement Fund as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
766 /590132-100000 / 59-09 Facility Improvements / 06-6651 / 591136 / $52,000.00
SECTION 7. 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 8. 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 9. 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 10. 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.