Explanation
BACKGROUND:
This legislation requests approval, for the Director of the Department of Technology to enter into a lease agreement for installation and removal of two (2) five (5) ton heating, ventilation and air conditioning (HVAC) units, from Affordable Choice Electric, for a three month period. These units will maintain and supplement the current aging (HVAC) system utilized within the City's Data Center. These units will help control humidity and favorable air temperatures and environment required for the City's Data Center. By controlling the temperatures and environment, through utilizing the HVAC units, the Department of Technology will reduce the risk of service interruption associated with computer operations, prevent the potential loss of critical data for the City's Data Center and other City agencies, and avoid hardware and equipment damage within the Data Center.
Due to extreme heat (weather conditions) and the age of the HVAC equipment; which is the original equipment approximately eighteen (18) years old and has been in service since DoT acquired the building (1989), this will be a temporary solution to ensure the least amount of service interruptions for the systems and equipment located at the City's Data Center. The lease shall commence upon the creation of the Purchase Order and all signatures and approval, of the legislation and Purchase Order ,has been provided by all having jurisdiction thereof.
Currently, the Department of Technology is in process of implementing a permanent solution and anticipates that this plan shall be in place before the summer of 2008. Also, through Ordinance number 2163-2006 passed December 11, 2006 to authorize the Director of the Department of Technology to establish a contract, with Advanced Engineering Consultants, Ltd., for consulting and professional services to assist with developing engineering plans and bid specifications for the evaluation of the City's Data Center new HVAC system. This effort is necessary to determine the need for improvements, repairs and replacement of the current HVAC system, which will ultimately reduce the risk of service interruption associated with computer operations, which provides services to various City Agencies.
As there is an immediate need and due to unforeseen circumstances, the Department of Technology request that this ordinance provide approval to waive the competitive bidding provisions of the Columbus City Code 329. However, the Department of Technology (DoT) exercised due diligence by sending specifications to vendors to quickly obtain quotes for leasing, installing and removing the HVAC units associated with this legislation; the quotes received from the specified vendors are as follows:
Affordable Choice: $17,504.00
Mid-Ohio: $18,500.00
Air force One: $19,800.00
After reviewing the quotes, it was recommended that the leasing of the equipment be provided by Affordable Choice Electric. Affordable Choice Electric's quote was the lowest; with a quote of $17,504.00, and they have the necessary units available. Also, it would be cost effective for Affordable Choice Electric to supply the necessary HVAC units and associated services, because DoT currently has a maintenance service agreement with Affordable Choice Electric, which was established in March 2007, which reduces the cost of establishing another maintenance agreement that may prove necessary otherwise.
Funds for this lease are available within the Department of Technology Internal Services Fund's budget.
EMERGENCY:
Emergency legislation is requested to expedite authorization of this lease agreement to ensure no interruption in maintaining the cooling, dehumidifying, and heating environment required for the Data Center.
FISCAL IMPACT: There have been no previous costs this year associated with a lease agreement for HVAC units, within the Department of Technology. Funds are available within the Department of Technology's Information Services Fund, in the amount of $17,504.00.
CONTRACT COMPLIANCE NUMBER:
311461454 -- Expiration: 03/28/2008 Affordable Choice Electric Inc
Title
To authorize the Director of the Department of Technology to enter into a lease agreement with Affordable Choice Electric for installation and removal of two (2) five (5) ton heating, ventilation and air conditioning (HVAC) units, on behalf of the Department of Technology; to authorize the expenditure of $17,504.00 from the Department of Technology Internal Service Fund's budget; to waive the competitive bidding requirements of the Columbus City Codes; and to declare an emergency ($17,504.00)
Body
WHEREAS, this legislation requests approval, for the Director of the Department of Technology, to enter into a lease agreement for installation and removal of two (2) five (5) ton heating, ventilation and air conditioning (HVAC) units, from Affordable Choice Electric; and
WHEREAS, these units will maintain and supplement the current aging (HVAC) system utilized within the City's Data Center. These units will help control humidity and favorable air temperatures and environment required for the City's Data Center; and
WHEREAS, as there is an immediate need and due to unforeseen circumstances, the Department of Technology requests that this ordinance provide approval to waive the competitive bidding provisions of the Columbus City Code 329; and
WHEREAS, an emergency exits in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to enter into a lease agreement with Affordable Choice Electric, for installation and removal of HVAC units essential to support daily operations of all City agencies, thereby protecting 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 Director of the Department of Technology, be and is hereby authorized to establish a lease agreement with Affordable Choice Electric for installation and removal of two (2) five (5) ton heating, ventilation and air conditioning (HVAC) units.
SECTION 2: That the expenditure of $17,504.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02|Fund: 514| Subfund 010|OCA Code: 280768|Obj. Level 1: 03|Obj. Level 3: 3302|Amount: $17,504.00|
SECTION 3: That in accordance with Section 329.27 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Section 329.06 of the Columbus City Codes be and are hereby waived.
SECTION 4: 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