Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management to enter into a construction contract, on behalf of the Office of Construction Management, with General Temperature Control, Incorporated, to replace the walk-in freezers at the Police Property Room for the Department of Public Safety, in the amount of $1,233,000.00, and to encumber funds with the Department of Public Service for prevailing wage services in the amount of $3,000.00.
The walk-in freezers provide long-term storage of biological evidence and other items that require a cold environment to prevent degradation or contamination. The existing freezers are in need of replacement and it is imperative that they be replaced quickly in order for property and evidence to be safely secured and stored.
2. CONSTRUCTION CONTRACT AWARD: Due to the immediate need and importance of the freezers, there is not adequate time to procure the freezers in full accordance with “Columbus City Code 329.23 Process for awarding construction contracts exceeding one hundred thousand dollars ($100,000.00)”.
The Department of Finance and Management, Office of Construction Management, solicited informal bids for the repair of these freezers, on behalf of the Department of Public Safety. The quotes received include:
1. General Temperature Control $ 833,000.00
2. Farber Mechanical Contractors $1,298,852.00
The Department of Finance and Management recommends that a construction contract be authorized with General Temperature Control for this equipment replacement project. It is also recommended that $400,000.00 be added to the base contract for contingency purposes. The total contract amount (including contingence) will equal $1,233,000.00.
Their DAX Vendor Account No. is 4830 and expires 3/18/26.
3.0 BID WAIVER DESIGNATION & EMERGENCY DESIGNATION:
That this Council finds it is in the best interests of the City to waive the formal, competitive provisions of “Columbus City Code 329.23 Process for awarding construction contracts exceeding one hundred thousand dollars ($100,000.00)” and to process this Ordinance in an emergency manner in order to have the freezers procured and installed in order to preserve the integrity of property and evidence being safely guarded.
4. FISCAL IMPACT: A transfer of funds within the Construction Management Capital Improvement Fund and Safety G.O. Bonds Fund will be necessary for this expenditure.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to enter into a construction contract with General Temperature Control, Incorporated to replace walk-in freezers at the Police Property Room for the Department of Public Safety; to authorize a transfer of $1,236,000.00 and an expenditure up to $1,236,000.00 within the Construction Management Capital Improvement and Safety G.O. Bonds Funds; to provide for payment of prevailing wage services to the Department of Public Service; to waive competitive bidding provisions of Chapter 329 of the Columbus City Code; and to declare an emergency. ($1,236,000.00)
Body
WHEREAS, the walk-in freezers at the Police Property Room are in need of immediate replacement in order to maintain the safety and integrity of certain evidence; and
WHEREAS, the current freezers are nearing the end of their useful life and require immediate replacement; and
WHEREAS, the City solicited informal bids from two contractors and would like to enter into a construction contract with General Temperature Control, Incorporated; and
WHEREAS, this Council finds it in the best interest of the City to waive the formal, competitive provisions of “Columbus City Code 329.23 Process for awarding construction contracts exceeding one hundred thousand dollars ($100,000.00); and
WHEREAS, it is necessary to authorize the Director of Finance and Management to award and execute a construction contract to replace the walk-in freezers at the Police Property Room for the Department of Public Safety in an amount up to $1,233,000.00; and
WHEREAS, it is necessary to authorize the Director of the Department of Finance and Management to encumber and expend funds up to $3,000.00 to provide for payment of prevailing wage services associated with said project; and
WHEREAS, it is necessary to authorize a transfer and expenditure of funds within the Construction Management Capital Improvement Fund - Fund No. 7733 and the and Safety G.O. Bonds Fund - Fund No. 7701; and
WHEREAS, an emergency in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a construction contract to replace the walk-in freezers at the Police Property Room for the Department of Public Safety, in an emergency manner in order to have the new freezers procured and installed quickly to provide long-term storage of biological evidence and other items that require a cold environment to prevent degradation or contamination, all for the immediate preservation of the public healthy, peace, property, safety and welfare; and now therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to enter into a construction contract, on behalf of the Office of Construction Management, with General Temperature Control, Incorporated, to replace the walk-in freezers at the Police Property Room for the Department of Public Safety, in an amount up to $1,233,000.00 and to obtain the necessary prevailing wage services from the Department of Public Service and to pay up to a maximum amount of $3,000.00.
SECTION 2. That this Council finds it in the best interest of the City to waive the formal, competitive provisions of “Columbus City Code 329.23 Process for awarding construction contracts exceeding one hundred thousand dollars ($100,000.00)”, and such provisions are hereby waived.
SECTION 3. That a transfer of $1,236,000.00 and expenditure up to $1,236,000.00, or so much thereof as may be needed, is hereby authorized in the Construction Management Capital Improvement Fund - Fund No. 7733 and the and Safety G.O. Bonds Fund - Fund No. 7701, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 6. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 7. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.