Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with Trane U.S., Inc. for the replacement of direct digital HVAC controls at the Columbus Police Academy, 1000 North Hague Avenue.
The existing HVAC control system at the Police Academy is beyond its useful life and as such the control infrastructure has become obsolete and is in need of an upgrade This systems controls the functioning of the HVAC system at the Police Academy such as airflow, cooling and hearting.
The existing system that is being regulated by this equipment is Trane U.S. Inc. therefore to allow for consistency and to ensure that the system communication is effective, it is in the best interest of the City of Columbus to utilize Trane controls. Therefore, the Department of Finance and Management is reuqesting to waive the competitive bidding provisions of Columbus City Code, Section 329.
Emergency action is requested so that a new HVAC control system can be installed as soon as possible, thus ensuring the proper operation of the Police Academy HVAC system.
Trane U.S. Inc. Contract Compliance No. 25-0900465, expiration date February 1, 2018.
Fiscal Impact: This legislation authorizes an expenditure of $480,748.00 from the Safety Voted Bond Fund with Trane U.S. Inc. for HVAC controls replacement at the Police Academy. The Department of Public Safety budgeted $500,000.00 in capital funds for said services. A portion of these funds are contingent upon receipt of the proceeds of the 2017 Bond Sale.
Title
To authorize the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with Trane U.S., Inc. for HVAC controls replacement at the Columbus Police Academy; to authorize the expenditure of $480,748.00 from the Safety Voted Bond Fund; to waive the competitive bidding provisions of Columbus City Code Chapter 329; and to declare an emergency. ($480,748.00)
Body
WHEREAS, it is necessary to replace the HVAC control system at the Columbus Police Academy, as the existing system is beyond its useful life and as such has become obsolete; and
WHEREAS, it is imperative that the replacement control system and HVAC infrastructure be provided by the same supplier, thereby maintaining consistency across both the control system and the HVAC system, ensuring that the two systems communicate properly, and that a single vendor can service both operating systems, thus ensuring smooth, efficient, and cost effective HVAC operations; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of Columbus City Code Chapter 329 to allow Trane U.S. Inc. to provide the necessary parts and service for HVAC controls replacement at the Columbus Police Academy, so that the control system is consistent with the HVAC infrastructure; and
WHEREAS, it is necessary to authorize the expenditure of $480,748.00 from the Safety Voted Bond Fund; and
WHEREAS, there will be sufficient cash for this project once the 2017 bond sale proceeds are available for use in the Public Safety G.O. Bond Fund, Fund 7701; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Office of Construction Management, in that it is immediately necessary to authorize the Director to enter into a contract with Trane U.S., Inc. for HVAC controls replacement at the Police Academy, thereby preserving 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 Finance and Management Director is hereby authorized to enter into a contract on behalf of the Office of Construction Management with Trane U.S., Inc. for HVAC controls replacement at the Columbus Police Academy.
SECTION 2. That the expenditure of $480,748.00, or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in the 7701 Fund, Object Class 06 Capital Outlay, per the accounting codes in the attachment to this ordinance.
See Attached File.
SECTION 3. 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 4. 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 5. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of Columbus City Code Chapter 329 for this contract.
SECTION 6. That for 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.