Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director, through its Fleet Management Division, to establish purchase orders with Sutphen Corporation, Custom Fleet & Autobody Inc. and WW Williams Co. for repairs of three fire apparatus on behalf of the Division of Fire.
Sutphen Corporation will be performing auto body repairs on Engine 14 (BT#24631)
Custom Fleet & Autobody, Inc. will be performing auto body repairs on Extra Ladder (XL)15 (BT#17234)
WW Williams Co. will be replacing an engine on Engine 3 (BT#23056)
The City has previously established Universal Term Contracts with both Sutphen and Custom Fleet for auto body repairs. Both Fire Engine E14 and Fire Ladder XL15 were damaged in accidents.
This legislation also requests a bid waiver for the WW Williams engine replacement on Fire Engine E3. WW Williams is a Columbus, Ohio factory authorized dealer for the Detroit Diesel engine with factory trained technicians that the Fleet Management Division has worked with in the past and has worked on this engine previously. WW Williams is not currently under contract with the Fleet Management Division. Furthermore, pursuing a formal bid for this engine replacement would delay the repair of this safety sensitive equipment. Therefore this legislation respectfully requests a waiver of competitive bidding so that a contract can be established with WW Williams as quickly as possible, so that Fire Engine E3 can be placed back into service without delay.
All three vehicles cannot be placed back in service until these repairs are completed.
Sutphen Corporation, CC# 310671786 expires 4/21/17, FL006011, expires 10/31/2016. ($36,941.08)
Custom Fleet & Autobody, Inc., CC# 204790122 expires 1/30/17, FL006306, expires 6/30/17. ($49,498.23)
WW Williams, CC# 311024851 expires, no UTC ($47,875.55)
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 $134,314.86 with Sutphen Corp., Custom Fleet & Autobody, Inc. and WW Williams for Fire Engine repairs. Funding for these contracts is available within the Public Safety G.O. Bonds Fund. This ordinance also authorizes an amendment to the 2015 Capital Improvement Budget (CIB) and the transfer of Funds between projects within Safety's Capital Improvement Funds.
Title
To amend the 2015 Capital Improvement Budget; to authorize the City Auditor to transfer funds within the Public Safety G.O. Bonds Fund; to authorize the Finance and Management Director to establish purchase orders from previously established Universal Term Contracts with Sutphen Corporation and Custom Fleet & Autobody, Inc. for Fire Engine repairs;, to authorize the Finance and Management Director to establish a contract with WW Williams for an engine replacement; to authorize the expenditure of $134,314.86 from the Public Safety G.O Bonds Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($134,314.86)
Body
WHEREAS, it is necessary to amend the 2015 CIB and transfer funds between Projects within Public Safety's Capital Improvement Funds in order to properly align appropriations and cash with projected expenditure; and
WHEREAS, various repairs are needed to Fire Engine 3, Engine 14 and Ladder XL15 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, the useful life of the capital asset, and the availability of funds within the Public Safety G.O. Bonds Fund; and
WHEREAS, there are previously established Universal Term Contracts with Sutphen Corporation and Custom Fleet & Autobody, Inc. for these services on Engine 14 and Ladder XL15, and
WHEREAS, it is necessary to waive the competitive bidding provisions of Columbus City Code, Chapter 329, with respect to establishing a contract with WW Williams for the engine replacement on Engine 3, to ensure that this safety equipment is placed back into service without delay, and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to authorize the Finance and Management Director to establish purchase orders with Sutphen Corporation and Custom Fleet & Autobody, Inc. for repairs/renovations on Fire Engines 14 and Ladder XL15 and to authorize the establishment of a contract with WW Williams for an engine replacement on Fire Engine 3, so that this safety equipment 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 2015 Capital Improvement Budget be amended as follows:
Fund 701
Project Number / Project / Current CIB Authority / Amendment Amount / Revised CIB Amount
340116 - 100001/Fire Self Contained Breathing Apparatus/Voted Carryover/$482,684/($134,315)/$348,369
340101 - 100000/Fire Apparatus Replacement/Voted Carryover/$340,400/$134,315/$474,715
SECTION 2. That the transfer of cash and appropriation within the Public Safety G.O. Bonds Fund be authorized as follows:
FROM:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
701/340116 - 100001/Fire Self Contained Breathing Apparatus/06-6645/711601/$134,314.86
TO:
Fund/Project / Project Name / O.L. 01-03 Code / OCA / Amount
701/340101 - 100000/Fire Apparatus Replacement/06-6645/711010/$134,314.86
SECTION 3. That the Finance and Management Director is hereby authorized to establish purchase orders, from previously established Universal Term Contracts, for $86,439.31 through its Fleet Management Division, on behalf of the Division of Fire, as follows:
Sutphen Corporation, CC# 310671786 expires 4/21/17, FL006011, expires 10/31/2016. ($36,941.08)
Custom Fleet & Autobody, Inc., CC# 204790122 expires 1/30/17, FL006306, expires 6/30/17. ($49,498.23)
SECTION 4. That the Finance and Management Director is hereby authorized to establish a contract with WW Williams, in an amount not to exceed $47,875.55, for an engine replacement on Fire Engine 3, through its Fleet Management Division, on behalf of the Division of Fire.
SECTION 5. That the expenditure of $134,314.86 or so much thereof as may be necessary in regard to the actions authorized in SECTIONS 3 and 4 above, be and is hereby authorized and approved as follows:
Division: 30-04
Fund: 701
Project: 340101-100000
OCA Code: 711010
Object Level 1: 06
Object Level 3: 6645
Amount: $134,314.86
SECTION 6. That the competitive bidding provisions of Columbus City Code, Chapter 329, are hereby waived in regard to the action authorized in Section 4.
SECTION 7. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 8. 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 9. 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 10. 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 11. 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.