Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to establish a purchase order with Sutphen Corporation for repair of Engine 3 and Rescue 17 on behalf of the Division of Fire. The apparatus needing repair is Sutphen Engine 3 (Brass Tag 26404) and Sutphen Rescue 17 (Brass Tag 25278). The City has a Universal Term Contract with both Sutphen Corporation for heavy duty specialty services. Both of these vehicles were damaged in accidents. The Engine 3 accident was a Fire at-fault and the Rescue 17 vehicle was not a Fire at-fault accident. Both vehicles cannot be placed back in service until these repairs are completed.
BID INFORMATION: A UTC with Sutphen Corporation exists for these repairs ~ FL006011 expires 10/31/2016.
CONTRACT COMPLIANCE number for Sutphen is 31-0671786 expires 04/21/2017.
EMERGENCY ACTION is requested so that repairs can begin immediately, as these units cannot be placed back into service until the necessary repairs have been completed.
FISCAL IMPACT: This ordinance authorizes the expenditure of $309,702.42 with Sutphen Corporation for the repairs needed on Engine 3 and Rescue 17. Funds in Public Safety's Fire Apparatus Capital Improvement Budget will be used for these repairs.
Title
To authorize the Finance and Management Director to establish a purchase order from a Universal Term Contract with Sutphen Corporation for repairs to Fire Engine 3 and Rescue 17, to amend the 2015 Capital Improvement Budget and transfer funds between projects to authorize the expenditure of $309,702.42 from Public Safety's Capital Improvement Funds, and to declare an emergency. ($309,702.42)
Body
WHEREAS, various repairs are needed to Fire Engine 3 and Fire Rescue 17 in order for the units to be placed back into service, and
WHEREAS, Capital Funds will be used for these repairs due to the significant dollar amount needed and the availability of funds for Fire Apparatus in Safety's Capital Improvement Budget, and
WHEREAS, there is a Universal Term Contract with Sutphen Corporation for these services, and
WHEREAS, Sutphen Corporation is a local dealer best capable of working on these pieces of fire fighting equipment, and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division, Finance and Management Department, in that it is immediately necessary to authorize the Finance and Management Director to establish a purchase order with Sutphen Corporation for repair of Fire Engine 3 and Rescue 17 so that they may be placed back in service as soon as possible, for the immediate preservation of 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 Improvement Budget is amended within fund 701 and 746 (Build America Bonds) as follows:
Fund Project Project Current Revised Difference
Name Number Authority Authority
746 Police Facility Renovation 330021-100000 $0 $700 $700 (Encumbrance Cancellation)
746 Police Property Rm/Crime Lab 330033-100000 $2,953 $0 ($2,953)
746 Fire Replacement - Grant Match 340101-100005 $1 $0 ($1)
746 Fire Facility Renovation 340103-100000 $4,792 $10,590 $5,798 (Encumbrance Cancellation)
746 Fire Facility Renovation 340103-100000 $10,590 $0 ($10,590)
746 Fire Replacement - Platform 340101-100003 $1,601 $15,845 $14,244
701 Fire Facility Renovation - Station #16 340103-100114 $600,000 $326,231 ($273,769)
(Voted Carryover)
701 Fire Apparatus Replacement 340101-100000 $66,633 $340,402 $273,769
(Voted Carryover)
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds within Public Safety's Funds 746 (Build American Bonds) and 701 as follows:
FROM:
Fund Project Project
Name Number OCA Code Amount
746 Police Facility Renovation 330021-100000 701321 $700.00
746 Police Property Rm/Crime Lab 330033-100000 746330 $2,952.55
746 Fire Replacement - Grant Match 340101-100005 711015 $0.16
746 Fire Facility Renovation 340103-100000 710103 $10,589.98
701 Fire Facility Renovation-Station #16 340103-100114 713114 $273,768.60
TO:
746 Fire Replacement - Platform 340101-100003 763403 $14,242.69
701 Fire Apparatus Replacement 340101-100000 711010 $273,768.60
SECTION 3. That the Director of Finance and Management is hereby authorized to establish a purchase order for $309,702.42 from a Universal Term Contract with Sutphen Corporation for repair of Fire Engine 3 and Fire Rescue 17 for the Division of Fleet Management on behalf of the Division of Fire.
SECTION 4. That the expenditure of $309,702.42, or so much thereof as may be necessary, be and is hereby authorized and approved from the Safety Voted Bond Fund as follows:
Fund 701 340101-100000 Fire Apparatus Replacement Obj Lvl 01-06 - Obj Lvl 3 6652 OCA 711010 Amount $293,859.10
Fund 746 340101-100003 Fire Replacement -Platform Obj Lvl 01-06 - Obj Lvl 3 6652 OCA 763403 Amount $15,843.32
SECTION 5. 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 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 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 a project has been completed and the monies are no longer required for said project.
SECTION 8. That for the 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.