Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to execute a contract modification and to provide funding for year two (2) of a four-year agreement with Debra-Kuempel Inc. for HVAC services for the Division on Infrastructure Management and Traffic Management.
It was determined that buildings occupied by The Department of Public Service, Division of Infrastructure Management and Division of Traffic Management and not covered by Facilities Management require preventative maintenance and regular repair to the HVAC systems. Since the Public Service Department does not have personnel able to fulfill this requirement we solicited the services of a contractor.
On April 16, 2014, The Department of Public Service, Office of Support Service solicited Requests for Proposals for HVAC services for the Division of Infrastructure Management and Division of Traffic Management facilities. The Evaluation Committee reviewed each proposal, scored the proposals and determined that DeBra-Kuempel Inc. had the best overall proposal.
The original contract amount of $80,000.00, approved by ordinance number 1323-2014, passed by Columbus City Council on July 14, 2014, authorized the Director of Public Service to enter into a contract for the purchase of HVAC services with DeBra-Kuempel Inc., with the option to extend the contract up to three (3) additional years. This ordinance seeks approval for the Director of Public Service to extend the contract for year two (2), modify the contract to include additional equipment and authorize the expenditure of $120,000.00 from the Street Construction, Maintenance and Repair Fund for the Division of Infrastructure Management and Division of Traffic Management.
2. CONTRACT COMPLIANCE
The contract compliance number for DeBra-Kuempel Inc. is 311615931 and expires 06/24/2015.
3. FISCAL IMPACT
The ordinance authorizes the budgeted expenditure of $120,000.00 from the Street Construction, Maintenance and Repair Fund for the Division on Division of Infrastructure Management and Division of Traffic Management. This ordinance is contingent upon 0970-2015.
4. EMERGENCY DESIGNATION
Emergency action is necessary to put a new contract in place to allow for continuous availability of qualified HVAC service technicians.
Title
To authorize the Director of Public Service to extend and modify an HVAC service contract for the Division of Infrastructure Management and Division of Traffic Management with DeBra-Kuempel Inc.; to authorize the expenditure of up to $120,000.00 from Division of Infrastructure Management and Traffic Management operating funds for system repair and preventative maintenance; and to declare an emergency. ($120,000.00)
Body
WHEREAS, the Division of Infrastructure Management and Traffic Management is in need of an HVAC service contract for their facilities throughout the city; and
WHEREAS, formal requests for proposals were received by the Department of Public Service, Office of Support Services; and
WHEREAS, the best proposal was received by DeBra-Kuempel Inc.; and
WHEREAS, it is necessary to authorize the Director of Public Service to extend and modify an HVAC service contract for the Division of Infrastructure Management and Traffic Management; and
WHEREAS, it is necessary to authorize the expenditure of $120,000.00 within the Street Construction, Maintenance and Repair Fund; and
WHEREAS, an emergency exists in the usual daily operations of the Division of Infrastructure Management and Traffic Management to allow for continuous availability of qualified HVAC service technicians to maintain buildings that are the Department of Public Service's responsibility, 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 Director of Public Service is authorized to execute a contract extension and modification to provide funding for year two of a four-year agreement with Debra-Kuempel Inc. for HVAC services for the Division on Infrastructure Management and Traffic Management.
SECTION 2. That for the purpose of paying the cost of this contract the sum of up to $120,000.00 or so much thereof as may be needed, is hereby authorized to be expended from the Street Construction, Maintenance and Repair Fund as follows:
Organization: 59-11; Fund 265; Object Level 3: 3370; OCA 591117: $60,000.00
Organization: 59-13; Fund 265; Object Level 3: 3370; OCA 591331: $60,000.00
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 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.