Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to issue purchase orders for the purchase of smoke and carbon monoxide detectors, educational materials, and pamphlets for use by the Division of Fire (CFD), Fire Prevention Bureau (FPB). Pursuant to a 4-way split-award on this bid, purchase orders will be issued to: The John A. Becker Co., Sky Resources, Educational Specialty Publishing LLC, and Asset Lighting & Electric Inc.
The City of Columbus was awarded Federal Fiscal Year 2017 Assistance to Fire Fighters Grant funding from the Assistance to Fire Fighters (AFG) Grant program, via the Department of Homeland Security / Federal Emergency Management Agency (FEMA), which will provide financial assistance for the purchase of smoke and carbon monoxide detectors, educational materials, and pamphlets. These detectors and educational materials will be used by the FPB, specifically for a program entitled "CFD Fire and Life Safety Educators" for City of Columbus citizens. The City will act as Grantee to the Department of Homeland Security / Federal Emergency Management Agency (FEMA), and approved acceptance of this Grant via Ordinance #2603-2018. The grant award is for a maximum of $303,300.00, which is comprised of $288,858.00 from the AFG award, with a 5% cost match of the final purchase amount to be made by the City, not to exceed $14,442.00, of non-Federal funds. The total dollar amount for these four (4) bid awards is $58,636.92, and the City's actual 5% match of the final purchase amount would be $2,931.85.
Bid Information: The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding. Five (5) bids were received on RFQ011862, and the 4-way split-award on the eight (8) line items is as follows:
The John A. Becker Co. (Line #10 / carbon monoxide detector): $24,975.00
Sky Resources (Lines #20, 30, 50 & 60 / presentational materials): $612.92
Educational Specialty Publishing LLC (Lines #40 & 80 / presentational material & pamphlets): $10,609.00
Asset Lighting & Electric Inc. (Line #70 / smoke detector): $22,440.00
Contract Compliance: The John A. Becker Co. (Vendor #004139/ Active C.C.); Sky Resources (Vendor #002877/ Active C.C.); Educational Specialty Publishing LLC (Vendor #002992/ Active C.C.); Asset Lighting & Electric Inc. (Vendor #001537/ Active C.C.)
Emergency Designation: The Division of Fire requests emergency legislation so that the purchase of the smoke and carbon monoxide detectors, educational materials, and pamphlets may conclude prior to the expiration of the grant period.
FISCAL IMPACT: All expended funds will be reimbursed to the City of Columbus by the AFG award upon the final delivery, inspection, and invoicing by the four (4) successful bidders. Of the $58,636.92 purchase, the General Government Grant Fund will cover $55,705.07, while the 5% City cost match of $2,931.85 will cover the remainder; these funds were previously established on an Auditor's Certificate ACPR001372, via Ordinance 2603-2018. The City received AFG Grant Awards of $743,000.00 in 2017, $812,639.00 in 2009, $1,135,370.00 in 2005, $750,000.00 in 2003, and $43,292.00 in 2002.
Title
To authorize the Finance and Management Director to issue purchase orders for the purchase of smoke and carbon monoxide detectors, educational materials, and pamphlets for use by the Division of Fire, Fire Prevention Bureau, with four (4) bid awards being made to The John A. Becker Co., Sky Resources, Educational Specialty Publishing LLC, and Asset Lighting & Electric Inc.; to authorize the expenditure of $58,636.92 from the General Government Grant Fund; and to declare an emergency. ($58,636.92)
Body
WHEREAS, the Columbus Division of Fire seeks to enhance the protective health and safety of the public against fire-related hazards in the City of Columbus with the purchase of smoke and carbon monoxide detectors, educational materials, and pamphlets; and,
WHEREAS, the Division of Fire was awarded Federal Fiscal Year 2017 funding from the FY17 Assistance to Fire Fighters Grant (AFG), via the Department of Homeland Security / Federal Emergency Management Agency (FEMA), where upon receipt of all products, the City shall pay the vendor invoices and will then be reimbursed by said grant, which was approved and accepted by the City of Columbus via Ordinance #2603-2018, and established on Auditor's Certificate ACPR001372; and,
WHEREAS, an emergency exists in the usual daily operations of the Division of Fire, Department of Public Safety, in that it is immediately necessary to purchase the aforementioned smoke and carbon monoxide detectors, educational materials, and pamphlets, thereby preserving the public peace, health, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to issue purchase orders for the purchase of smoke and carbon monoxide detectors, as well as some educational materials and pamphlets for use by the Division of Fire (CFD), Fire Prevention Bureau (FPB), in accordance with the stipulations of the FY17 Assistance to Fire Fighters Grant (AFG) program, via the Department of Homeland Security / Federal Emergency Management Agency (FEMA), the purchase of which was authorized by Ordinance #2603-2018. Pursuant to a 4-way split-award on this bid, purchase orders will be issued to: The John A. Becker Co., Sky Resources, Educational Specialty Publishing LLC, and Asset Lighting & Electric Inc.
SECTION 2. That the expenditure of $58,636.92 from the General Government Grant Fund is hereby authorized per the account codes in the attachment to this ordinance from ACPR001372, as established via Ordinance #2603-2018.
SECTION 3. That the monies in the foregoing Section 2 shall be paid upon the order of the Director of Public Safety, 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 4. That, at the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated.
SECTION 6. 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.