Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and renew/extend a contract on behalf of the Facilities Management Division with Continental Office Furniture for flooring needs in facilities under the purview of the Facilities Management Division.
The original contract was formally bid through SA004770, with four (4) annual renewal options. This legislation authorizes the fourth (4th) and final renewal option. This contract has been modified several times as the original solicitation provided for same, and was bid for renovation and installation of floor coverings for various city facilities under the purview of the Facilities Management Division.
This contract is being modified to establish funding for various flooring related projects that may be necessary throughout the year for City buildings and facilities under the purview of the Facilities Management Division. Prices previously established in the contract were used to determine the cost of this modification.
Emergency action is requested so that the vendor can be engaged as quickly as possible to provide needed facilities management services for city buildings and locations.
Continental Office Furniture Contract Compliance No. 31-4413238
Fiscal Impact: The cost of this modification is $70,000.00. Funding is budgeted and available within the Construction Management Capital Improvement Fund and the General Fund for these expenditures.
Title
To authorize the Finance and Management Director to modify and extend a contract on behalf of the Facilities Management Division with Continental Office Furniture for the Facilities Management Division; to authorize the expenditure of $50,000.00 from the Construction Management Capital Improvement Fund; to authorize the expenditure of $20,000.00 from the General Fund; and to declare an emergency. ($70,000.00)
Body
WHEREAS, the Facilities Management Division formally bid a contract for flooring needs at various City buildings and facilities under the purview of the Facilities Management Division and entered into contract with Continental Office Furniture through SA004770; and
WHEREAS, the contract provided for four annual renewal options and this legislation authorizes the fourth and final renewal option; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to modify the contract with Continental Office Furniture to replace flooring in various facilities as soon as possible, 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 Finance and Management Director is hereby authorized and directed to modify and extend a contract on behalf of the Facilities Management Division with Continental Office Furniture for flooring needs in various City buildings and facilities under the purview of the Facilities Management Division.
SECTION 2. That the expenditure of $20,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in the General Fund 1000, SubFund 100010 in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 0780-2016 Legislation Template.xls
SECTION 3. That the expenditure of $50,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, is hereby authorized in the Construction Management Capital Improvement Fund 7733 in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 0780-2016 Legislation Template.xls
SECTION 4. 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 5. 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 6. 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.