Explanation
BACKGROUND: The Division of Fire was awarded a grant from the Department of Homeland Security to purchase a 24 Foot Hazardous Material Decontamination Trailer and a Hazardous Material All Terrain Vehicle (ATV). The Division of Fire Hazardous Material Team will use the trailer and ATV as quick response and decontamination stations at hazardous material incidents. The trailer will be designed to carry the ATV and Fire's remotely operated vehicle (Robot) to large fire or hazardous incidents. The total amount of the grant is $95,000.00. However, the total cost of purchasing the Trailer and the ATV is $223,816.91. The difference of $128,816.91 will be funded from The Department of Public Safety's voted Bond Funds. The payment of $95,000.00 will be issued by Franklin County, on behalf of the Department of Homeland Security and Ohio Emergency Management Agency. The City of Columbus and Franklin County entered into an Intergovernmental Agreement via Ordinance 1917-2005 to enable this type of purchase. This legislation will authorize and direct the Director of Finance and Management to execute those documents necessary for the purchases.
This legislation also authorizes the amendment of the 2010 Capital Improvement budget (CIB) and authorizes the City Auditor to transfer funds between projects within the Safety Voted Bond Fund.
Bid Information: Competitive bids were solicited by the Purchasing Office via solicitation SA003514 with three (3) vendors submitting bids for the Decontamination Trailer and five (5) vendors submitting bids for the Hazardous Material ATV as follows:
24 Feet Decontamination Trailer
NOMAD Global Communication $201,290.29
Ferrara Fire Apparatus $273,903.00
BIS $280,210.00
Hazmat ATV
Taylor and Sons $22,526.62
Green and Sons $23,000.00
NOMAD $23,100.00
Ferrara Fire Apparatus $25,900.00
IBIS $32,375.00
After review of the bids by the Division of Fire's office of research and development, it is recommended that the 24 Foot Trailer contract be awarded to NOMAD Global Communications for submitting the lowest and best bid. However, due to the company's exception to the 180 day bid quote validity in the Terms and Conditions, the Purchasing office recommends a waiver of the competitive bid requirements. The price quote is valid until October 1, 2010, which is just shy of the 180 days listed in the specifications. The Division of Fire also recommends the Hazmat ATV contract be awarded to Taylor and Sons who had the lowest and best bid. All equipment that is funded through US Homeland Security grants must be approved by the United States Homeland Security Office of Domestic Preparedness to be eligible for funding.
These companies are not debarred according to the Excluded Parties Listing of the Federal Government and are not listed in the Auditor of State database for Findings for Recovery.
Contract Compliance: NOMAD Global Communications-352182794 expires 09/17/2011; Taylor and Sons Equipment Company-310798962 expires 6/10/2012.
Emergency Designation: This legislation is to be declared an emergency measure so that grant deadlines can be met.
FISCAL IMPACT: This ordinance authorizes the Director of Finance and Management to enter into contract with NOMAD Global Communication and Taylor and Sons Equipment Company for the purchase of a 24 Foot Hazmat Decontamination Trailer and a Hazmat ATV. Funds from a Homeland Security Grant will pay for $95,000.00 of the expenses and Public Safety's Voted Bond funds will be used for the remaining $128,816.91. The total cost of the project is $223,816.91
Title
To authorize and direct the Director of Finance and Management to enter into contracts with NOMAD Global Communications for the purchase of a 24 Foot Hazmat Decontamination Trailer and with Taylor and Sons Equipment Company for the purchase of a Hazardous Material All Terrain Vehicle; to amend the 2010 CIB and transfer funds between projects within the Safety Voted Bond Fund; to authorize the expenditure of $128,816.91 from Safety Voted Bond Funds; to waive the competitive bidding provisions of the Columbus City Codes with respect to the contract with NOMAD Global Communications; and to declare an emergency. ($128,816.91)
Body
WHEREAS, the Division of Fire has been awarded a grant from the Department of Homeland Security for the purchase of a 24 Foot Hazmat Decontamination Trailer and a Hazmat ATV to be used at fire and hazardous material incidents; and
WHEREAS, formal competitive bids were solicited for both equipment and the competitive bids waived with respect to the 24 Foot Hazmat Trailer due to terms and conditions exceptions by NOMAD Global
Communications, and
WHEREAS, it is necessary to amend the 2010 CIB and authorize the City Auditor to transfer funds between projects within the Public Safety Voted Bond Fund; 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 authorize and direct the Director of Finance and Management to execute those documents necessary for the acquisition of said equipment prior to the expiration of the grant period, for the 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 Director of Finance and Management be and is hereby authorized and directed to execute those documents necessary to enter into contracts with NOMAD Global Communications for the purchase of a 24 Foot Hazmat Decontamination Trailer and with Taylor and Sons for the purchase of a Hazmat ATV.
SECTION 2. That the 2010 Capital Improvement Budget is hereby amended as follows:
Safety Voted Bond Fund 701
Project/Project # CIB CIB Amount Revised
Fire Replacement-Platform 340101-100003 (Voted 2008) $1,000,000 $ 988,475
Fire Replacement-Medic 340101-100002 (Voted 2008) $2,500,000 $2,395,553
Fire Apparatus Replacement 340101-100000 (Voted 2008) $0 $ 115,972
SECTION 3. That the City Auditor is hereby authorized and directed to transfer funds within the Safety Voted Bond Fund as follows:
FROM:
Dept/Div: 30-04|Fund: 701|Project Number 340101-100003|Project Name - Fire Replacement-Platform|OCA Code 713403|Amount $11,524.80
Dept/Div: 30-04|Fund: 701|Project Number 340101-100002|Project Name - Fire Replacement-Medic|OCA Code 713402|Amount $104,446.96
TO:
Dept/Div: 30-04|Fund: 701|Project Number 340101-100000|Project Name - Fire Apparatus Replacement|OCA Code 644559|Amount $115,971.76
SECTION 4. That the Finance and Management Director is hereby directed to enter into contract with NOMAD Global Communications as partial payment for the 24 Foot Hazardous Material Decontamination Trailer for the Division of Fire. The total cost of the trailer is $201,290.29, however, a check for $72,473.38 will be issued by Franklin County directly to the company.
SECTION 5. That the expenditure of $128,816.9,1 or so much as may be necessary, be and is hereby authorized from the Safety Bond Fund: 701|Dept/Div: 30-04|Project Number 340101-100000|Project Name - Fire Apparatus Replacement|OCA Code 644559| OL3 Code 6652 to pay the cost thereof to NOMAD Global Communications.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts and contract modifications associated with this ordinance.
SECTION 7. That grant funds from the Department of Homeland Security are being administered via Franklin County in the amount of $72,473.38 to NOMAD Global Communications and $22,526.62 to Taylor and Sons for a total grant award of $95,000.00.
SECTION 8. That in accordance with section 329.27 of the Columbus City Code, this Council finds it in the best interest of the City of Columbus to waive and does hereby waive section 329.27 (Formal Competitive bidding) of the City of Columbus Code in order to establish a contract with NOMAD Global Communications for the purchase of a 24 Feet Hazardous Material Decontamination Trailer.
SECTION 9. 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.