Explanation
This legislation authorizes the Director of the Department of Finance and Management to enter into a professional services contract 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 Section 329 of City Code (RFQ023824). Two (2) bids were received and opened on February 15th 2023. Crown Welding and Fabricating LLC was deemed to be the lowest, responsible and best bidder.
The contract renewal is the first for one (1) year, from the date of execution by the City of Columbus, of the three (3) renewals available on this contract which are made on a year-to-year basis upon mutual agreement, budgeted funds and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to entering into a service contract.
This ordinance is contingent upon the passage of the 2024 Operating Budget, Ordinance 3012-2023.
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in order to allow the upkeep of mission critical equipment needed for the Division of Fleet Management and all the subsequent Departments dependent upon the continuance of their timely operations for the health and prosperity of City of Columbus citizens
SUPPLIER: Crown Welding and Fabricating LLC, FID #270693329-001, D365 #002783, Expires July 17, 2024.
Crown Welding and Fabricating LLC is EBO_MBE certified.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: This ordinance authorizes an expenditure of $175,000.00 from the Fleet Operating Fund for welding and fabricating services.
$175,000.00 was spent in 2023
$150,000.00 was spent in 2022
Title
To authorize the Director of the Department of Finance and Management to renew a contract with Crown Welding and Fabricating LLC to provide for welding and fabricating services for the Department of Finance and Management, Fleet Management Division; to authorize the expenditure of $175,000.00 from the Fleet Operating Fund; and to declare an emergency. ($175,000.00)
Body
WHEREAS, there is a need for a welding and fabrication contract to provide services as needed for the ongoing needs to upkeep the City of Columbus Fleet of vehicles; and
WHEREAS, bids for welding and fabrication services for the Division of Fleet Management were received by the Director of Finance and Management and opened on February 15th, 2023; and
WHEREAS, the Division of Fleet Management recommends that an award be made to the lowest, responsive, responsible, and best bidder, Crown Welding and Fabricating LLC; and
WHEREAS, the term of this contract is for the period of one (1) year from the date of execution by the City of Columbus. The contract specifications allow for three (3) one year extensions on a year-to-year basis based upon mutual agreement, with funds being reviewed and approved for each subsequent year of the three (3) year contract. This is the first of the three (3) renewals. This contract shall not automatically renew. The parties agree that the City’s obligation for subsequent years is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and
WHEREAS, if unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested; and
WHEREAS, this Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to service contracts; 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 the Department of Finance and Management to enter into contract with Crown Welding and Fabricating LLC, for welding and fabrication services for the Division of Fleet Management; without delay to allow the upkeep of mission critical equipment needed for the Division of Fleet Management, for the immediate preservation of the public health, peace, property and safety; NOW, THEREFORE;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management be and is hereby authorized to renew the contract with Crown Welding and Fabricating LLC, for welding and fabrication in accordance with the terms and conditions, utilizing the first of the three (3) one-year period renewals available, as shown in the agreement on file in the office of the Division of Fleet Management.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Finance and Management and the Administrator of the Division of Fleet Management.
SECTION 3. That the expenditure of $175,000.00 or so much thereof as may be needed, is hereby authorized in Fund 5200 Fleet Operating Fund, in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. 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 7. 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.