Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to modify and renew a contract on behalf of the Facilities Management Division with Mid Ohio Air Conditioning for preventive maintenance and service of various chillers under the purview of the Facilities Management Division. Formal bids were solicited by the Facilities Management Division in 2013 and Mid Ohio Air Conditioning was deemed the lowest, responsive, and responsible bidder. The original contract was bid with an initial one year term with four (4) renewal options available. The original contract for preventive maintenance and service of various chillers was established by Ordinance No. 0792-2013. Ordinance No. 0811-2014, passed by City Council on April 23, 2014, authorized the first of four one-year renewal options. Ordinance No. 0818-2015, passed by City Council on April 2, 2015, authorized the second of four one-year renewal options. Ordinance No. 1138-2016, passed by City Council on May 9, 2016, authorized the third of four one-year renewal options. This ordinance seeks authority to exercise the fourth and final renewal option. It should be noted that this contract modification will include a cooling tower replacement for the City Hall. The existing cooling tower has exceeded its useful life and can no longer be maintained through standard preventive maintenance and/or routine repairs.
Prices already established in the contract were used to determine the cost of this modification.
Emergency action is requested to ensure chiller maintenance is uninterrupted and that the cooling tower at City Hall can be replaced as soon as possible.
Mid Ohio Air Conditioning Contract Compliance No. 31-0732219, expiration date March 14, 2019.
Fiscal Impact: This ordinance authorizes an expenditure of $320,000.00 collectively from the General Fund, the Construction Management Capital Improvement Fund, and the Public Safety G.O. Bond Fund with Mid Ohio Air Conditioning for preventive maintenance, service and HVAC renovations of various chillers and cooling systems under the purview of the Facilities Management Division. The Facilities Management Division budgeted $20,000.00 in the General Fund Budget and an additional $200,000.00 was budgeted in the Construction Management Capital Improvement Fund. The Department of Public Safety has budgeted for and is providing $100,000.00 from the Public Safety G.O. Bond Fund for this contract modification and renewal.
Title
To authorize the Finance and Management Director to modify and renew a contract on behalf of the Facilities Management Division with Mid Ohio Air Conditioning for preventive maintenance, service and renovation of chiller and HVAC systems; to authorize the expenditure of $20,000.00 from the General Fund; to authorize the expenditure of $200,000.00 from the Construction Management Capital Improvement Fund; to authorize the expenditure of $100,000.00 from the Public Safety G.O. Bond Fund; and to declare an emergency. ($320,000.00)
Body
WHEREAS, formal bids were solicited by the Facilities Management Division in 2013 and Mid Ohio Air Conditioning was deemed the lowest, responsive, and responsible bidder; and
WHEREAS, Ordinance No. 0792-2013, passed by City Council on April 17, 2013, authorized the original contract with Mid Ohio Conditioning for preventive maintenance and service for various chillers under the purview of the Facilities Management Division; and
WHEREAS, the original contract was bid with an initial one year term with four (4) annual renewal options available; and
WHEREAS, this ordinance seeks authority to exercise the fourth and final annual contract 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 authorize the Director to modify and renew a contract with Mid Ohio Air Conditioning for preventive maintenance and service, ensuring that air conditioning equipment is correctly operating during summer months, 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 to modify and renew a contract on behalf of the Facilities Management Division with Mid Ohio Air Conditioning for preventive maintenance, service, and renovation of various chillers and HVAC systems 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.
SECTION 3. That the expenditure of $200,000.00 or so much thereof that may be necessary in regards 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.
SECTION 4. That the expenditure of $100,000.00 or so much thereof that may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in the Public Safety G.O. Bond Fund 7701, in Object Class 06 - Capital Outlay, per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 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 for 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 enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.