Explanation
BACKGROUND: Ordinance No. 0192-2011, approved by City Council on February 14, 2011, authorized the Board of Health to accept and appropriate $1,054,751.00 in supplemental grant monies from the Ohio Department of Health to fund the Public Health Emergency Preparedness program for the period of August 10, 2010 through August 9, 2011. On June 24, 2011, the Ohio Department of Health approved a budget revision allowing for the immediate purchase, installation, and programming of a card access control system for the Emergency Preparedness Office in the North Dorm of the Columbus Public Health Facility at 240 Parsons Avenue. This ordinance is needed to authorize the transfer of $7,735 of appropriation authority from Object level One - 01, Personal Services, to Object Level One - 06, Capital Outlay, and to authorize the Director of Finance and Management to enter into a contract for the Health Department with KNS Services, Inc., for the purchase, installation, and programming of a card access control system for the Emergency Preparedness Office.
Ordinance No. 0887-2009, approved by City Council on July 13, 2009, authorized a contract with KNS Services, Inc., for the purchase, installation, and programming of a card access control system and intercom for the Health Commissioner's Office. Ordinance No. 0599-2011, approved by City Council on April 25, 2011, authorized the Board of Health to enter into contract with KNS Services, Inc., for the purchase and maintenance of video monitoring equipment at its 240 Parsons Avenue Facility. These needed maintenance services included the Matrix System, the Card Access Equipment, and maintenance and service for all electric locking devices and panic buttons associated with the Matrix Systems at the 240 Parsons Avenue facility. This was the second year of a three year competitively bid contract with KNS Services, Inc. for $24,864.00 for equipment maintenance services.
Because of the above history in successfully working with KNS Services, Inc., and because it is necessary to get the grant monies obligated prior to the close of the grant period, and since there were delays in getting approval for the grant budget revision, this ordinance is submitted as an emergency and it waives competitive bidding by awarding this contract to KNS Services, Inc. The contract compliance number of KNS Services, Inc. is 31-1460220 and is effective through September 3, 2012.
FISCAL IMPACT: This purchase, utilizing Public Health Emergency Preparedness Grant monies, was approved by the Ohio Department of Health. It requires the transfer of appropriation authority from personal services to capital outlay to complete the purchase. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against KNS Services, Inc.
Title
To authorize and direct the City Auditor to transfer $7,735.00 of appropriation authority within the Health Department Grants Fund; to authorize the Director of Finance and Management to enter into a contract for the Health Department with KNS Services, Inc., for the purchase, installation, and programming of a card access control system for the 240 Parsons Avenue facility; to authorize the expenditure of $7,735.00 from the Health Departments Grants Fund; to waive competitive bidding provisions; and to declare an emergency. ($7,735.00)
Body
WHEREAS, there is a need for the immediate purchase, installation, and programming of a card access control system for the Emergency Preparedness Offices that needs to be integrated into an existing Matrix system at the 240 Parsons Avenue facility; and
WHEREAS, Public Health Emergency Preparedness grant monies will be used to pay for contract; and
WHEREAS, it is necessary to expense this contract prior to the expiration date of the Public Health Emergency Preparedness grant , August 9, 2011, this ordinance waives competitive bidding and is submitted as an emergency; and
WHEREAS, the need for this upgraded system is critical to the efficient operations of the 240 Parsons Avenue facility and KNS Services, Inc., has a commendable history of maintaining Health's card access control system; and
WHEREAS, an emergency exists in the daily operations of the Department of Health in that it is immediately necessary for the Director of Finance and Management to enter into a contract for the purchase of an access control system and intercom for the Health Department's 240 Parsons Avenue facility with KNS Services, Inc., for the immediate preservation of the public peace, property, health, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor is hereby authorized and directed to transfer $7,735.00 of appropriation authority for the Public Health Emergency Preparedness Grant within the Health Department Grants Fund, Fund No. 251, Grant No. 501055, OCA 501124, from Object level One - 01, Personal Services, to Object Level One - 06, Capital Outlay.
SECTION 2. That the Director of the Department of Finance and Management is hereby authorized and directed to enter into a contract with KNS Services, Inc., in the amount of $7,735.00 for the purchase, installation, and programming of a card access control system at the Health Department's 240 Parsons Avenue facility.
SECTION 3. That to pay the cost of said contract the expenditure of $7,735.00 is hereby authorized from the health Department Grants Fund, Fund No. 251, Grant No. 501055, Department of Health, Division No. 50-01, Object Level One 06, Object Level Three 6644, OCA No. 501124.
SECTION 4. That the provisions of Chapter 329 of the Columbus City Code dealing with competitively bid purchases are hereby waived.
SECTION 4. That the City Auditor is authorized to establish proper grant accounting numbers as appropriate and is authorized to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
SECTION 5. That for reasons stated in the preamble hereto, which is hereby made a part thereof, 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.