Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to waive competitive bidding requirements of Columbus City Code Section 329 and to enter into a service contract with DeBra-Kuempel Inc., in the amount of $135,636.00 to replace existing HVAC equipment. The equipment in question is currently not working properly and it has been determined that the current air cooled chillers and evaporators located at 1881 E. 25th Ave. Columbus, OH 43219 are obsolete. Repairing this equipment is expensive and impractical due to its age. The best course of action at this time is to replace the equipment.
2. WAIVER OF COMPETATIVE BIDDING
Through a competitive bidding process, DeBra-Kuempel Inc. was awarded both the annual preventative maintenance and the emergency HVAC repair contract with the Department of Public Service at 1881 E. 25th Ave for the next four years. It is in the best interest of the city to use the same company to replace the equipment and provide maintenance and repair work on that equipment.
3. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for DeBra-Kuempel Inc. is 311615931 and expires 06/24/2015.
4. FISCAL IMPACT
Funds in the amount of $135,636.00 are available for this project in the Streets and Highways G.O. Bonds Fund within the Department of Public Service. An amendment to the 2014 Capital Improvement Budget is necessary for the purpose of providing sufficient spending authority for the aforementioned project expenditure.
5. EMERGENCY DESIGNATION
Emergency action is requested to allow for the replacement of nonfunctional HVAC equipment as soon as possible.
Title
To amend the 2014 Capital Improvement Budget; to authorize the City Auditor to transfer cash and appropriation between projects within the Streets and Highways Bonds Fund; to authorize the Director of Public Service to enter into a contract with DeBra-Kuempel Inc. for the replacement of HVAC equipment; to waive competitive bidding requirements of City Code; to authorize the expenditure of up to $135,636.00 from the Streets and Highways Bonds Fund; and to declare an emergency. ($135,636.00)
Body
WHEREAS, the Director of Public Service has identified the need to replace obsolete HVAC equipment located at 1881 E. 25th Ave. Columbus, OH 43219; and
WHEREAS, this ordinance authorizes the Director of Public Service to enter into a contract with DeBra-Kuempel Inc. to replace that equipment; and
WHEREAS, it is necessary to authorize an amendment to the 2014 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, the Department of Public Service is seeking approval under Columbus City Code Section 329.27 to waive competitive bidding because DeBra-Kuempel Inc. has the current contract for emergency repairs and preventative maintenance at this location for the next four years; and
WHEREAS, funds in the amount of $135,636.00 are available for this project in the Streets and Highways Bonds Fund within the Department of Public Service; and
WHEREAS, emergency action is requested to allow for the replacement of nonfunctional HVAC equipment for the immediate 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 2014 Capital Improvements Budget authorized by ordinance 0683-2014 be and is hereby amended to provide sufficient budget authority for the appropriate projects authorized within this ordinance as follows:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
704 / 530052-100000 / Morse Road Area Investment (carryover) / $217,750 / ($135,636) / $82,114
704 / 590130-100029 / Facilities - 1881 E. 25th Ave Chillers / $0.00 / $135,636 / $135,636
SECTION 2. That the City Auditor be and is hereby authorized to transfer cash and appropriation within the Streets and Highways G.O. Bonds Fund, No. 704, as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530052-100000 / Morse Road Area Investment / 591250 / 06-6600 / $135,636.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 590130-100029 / Facilities - 1881 E. 25th Ave Chillers / 741329 / 06-6600 / $135,636.00
SECTION 3. That the Director of Public Service be and is hereby authorized to enter into contract with DeBra-Kuempel Inc. in an amount of up to $135,636.00 to replace existing HVAC equipment.
SECTION 4: That in accordance with Section 329.27 of the City Codes, this Council finds that it is in the best interest of the City to waive the competitive bidding provisions of the Columbus City Codes to permit said purchase.
SECTION 5. That for the purpose of paying the cost of this contract the sum of up to $135,636.00 or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways Bonds Fund as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 590130-100029 / Facilities - 1881 E. 25th Ave Chillers / 06-6620 / 741329 / $135,636.00
SECTION 6. 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 7. 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 8. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account 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 are no longer required for said project.
SECTION 9. 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.