Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to issue a purchase order for the purchase of one (1) midship mounted aerial platform and equipment for the Division of Fire from Sutphen Corporation. The Fire Division has a need to replace fire equipment and apparatus that is beyond its useful life and has high maintenance costs. In 2013, a formal request for proposal (RFP) was solicited for the purchase of midship mounted aerial platforms, and evaluated by a seven (7) member committee, resulting in an award recommendation to Sutphen Corporation. The City entered into a contract with Sutphen Corporation via Ordinance 1827-2013, which passed on 09/26/13, for the purchase of one (1) midship mounted aerial platform. The Division of Fire has fifteen (15) front-line ladder companies.
Bid Information: Solicitation SA004849 was advertised and proposals were opened on April 4, 2013. Four (4) responses were received.
At that time, an evaluation committee consisting of three (3) representatives from the Fire Division, two (2) from the Fleet Management Division, one (1) from the Public Safety Director’s Office, and one (1) from the Financial Management Division scored and ranked written proposals and oral presentations submitted by the offerors. The three (3) finalists then submitted pricing. After evaluating all offers and viewing three (3) presentations, in compliance with Columbus City Code 329, the committee submitted final rankings with Sutphen Corporation receiving the highest number of points. Sutphen is honoring the same price it submitted in 2013 for this purchase but competitive bidding is being waived this time so the Fire Division can purchase the same vehicle and equipment as it previously ordered. The cost proposal from Sutphen for the platform and related equipment is $1,199,768.19.
Contract Compliance: 31-0671786 exp 04/21/2017
Emergency Designation: Emergency action is requested as funds are needed immediately to purchase said custom built aerial platform and additional pieces of apparatus for the Fire Division.
FISCAL IMPACT: This ordinance authorizes an expenditure of $1,199,768.19 from the Safety Bond Fund 701. Funds exist within the Fire Division capital budget for this purchase. An amendment to the 2015 CIB and a transfer between projects is necessary to accommodate this purchase.
Title
To authorize and direct the Finance and Management Director to issue a purchase order to Sutphen Corporation for the Division of Fire for the purchase of one (1) midship mounted aerial platform and equipment for the Division of Fire; to waive the provisions of competitive bidding; to amend the 2015 Capital Improvement Budget and transfer funds between projects to authorize the expenditure of $1,199,768.19 from Public Safety's Capital Improvement Funds; and to declare an emergency. ($1,199,768.19)
Body
WHEREAS, in 2013, a formal request for proposal (RFP) was solicited and evaluated by a multi-departmental committee via Solicitation SA004849 resulting in the recommendation of an award to Sutphen Corporation; and
WHEREAS, the Division of Fire entered into a contract with Sutphen Corporation for the purchase of one (1) midship mounted aerial platform via Ordinance 1827-2013; and
WHEREAS, the Division of Fire needs to purchase one (1) additional midship mounted aerial platform and equipment from Sutphen; and
WHEREAS, a waiver of competitive bidding is necessary for this purchase; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Fire, Department of Public Safety, in that it is immediately necessary to purchase said custom built apparatus and additional pieces of equipment from Sutphen to replace vehicles with high maintenance costs, 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 2014 Capital Improvement Budget is amended within fund 701 as follows:
Fund Project Project Current Revised Difference
Name Number Authority Authority
701 Fire Station #2 Fulton Avenue (voted carryover) 340130-100000 $5,111,100 $3,911,332 ($1,199,768)
701 Fire Apparatus Replacement Platform (voted carryover) 340101-100003 $0 $1,199,768 $1,199,768
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds within Public Safety’s Fund 701 as follows:
FROM:
Fund Project Project
Name Number OCA Code Amount
701 Fire Station #2 Fulton Avenue 340130-100000 701130 $1,199,768.19
TO:
701 Fire Apparatus Replacement Platform 340101-100003 713403 $1,199,768.19
SECTION 3. That the Director of Finance and Management is hereby authorized to establish a purchase order for $1,199,768.19 with Sutphen Corporation for the purchase of a midship mounted aerial platform for the Division of Fire.
SECTION 4. This Council finds it is in the best interest of the City of Columbus to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes to permit the aforementioned purchase.
SECTION 5. That the expenditure of $1,199,768.19, or so much thereof as may be necessary, be and is hereby authorized and approved from the Safety Voted Bond Fund as follows: Fund 701 Fire Apparatus Replacement Platform Project 340101-100003 OCA 713403 OL3 Code 6652.
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 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 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 a project has been completed and the monies are no longer required for said project.
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.