Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to modify and renew a contract on behalf of the Facilities Management Division with Affordable Choice Electric for routine replacement and repair of existing electrical systems and also for larger scale electrical renovations for city facilities under the purview of the Facilities Management Division. The original contract with Affordable Choice Electric was formally bid through RFQ001775. Legislation was not necessary to establish the original contract because the total amount did not exceed $20,000.00. This ordinance seeks authority for the first of three one-year renewal provisions provided for within the initial contract. The Department of Finance and Management is pleased with the services provided by this vendor and requests approval to extend the contract per the original terms of the agreement. This ordinance also seeks authority to modify the contract period to ensure that it conforms with the operational needs of the Facilities Management Division.
This is contract renewal will also be funded with Public Safety funds as certain electrical renovations are needed at certain Division of Police and Fire locations. Electrical renovations will be needed to install shoor lines and branch circuits to accommodate the charging of computer equipment on new fire apparatus/equipment. Also, new electrical lines, conduit, and sub-panels will need to be installed at certain Police locations to provide power to dedicated computer servers related to Police body cameras. It should be noted that prices already established in the contract were used to determine the cost of this modification.
Emergency action is requested to allow for the uninterrupted continuation of electrical renovations for city buildings.
Affordable Choice Electric Contract Compliance No. 31-1461454, expiration date June 11, 2017.
Fiscal Impact: This ordinance authorizes an expenditure of $85,000.00 collectively from the General Fund and the Public Safety G.O. Bond Fund with Affordable Choice Electric for electrical renovations for city facilities under the purview of the Facilities Management Division. The Facilities Management Division budgeted $30,000.00 in the General Fund Budget. The Department of Public Safety has budgeted for and is providing $55,000.00 from the Public Safety G.O. Bond Fund for this contract modification and renewal. In 2016, $21,474.32 was expended for these services.
Original Purchase Order Amount (PO021377) $ 15,000.00
Modification No. 1 (PO035661) $ 6,474.32
Contract Renewal (current) $85,000.00
Total (Original and Modification/Renewal) $106,474.32
Title
To authorize the Finance and Management Director to modify and renew a contract with Affordable Choice Electric for electrical system repair, replacement and renovation services for the Facilities Management Division; to authorize the expenditure of $30,000.00 from the General Fund; to authorize the expenditure of $55,000.00 from the Public Safety G.O. Bond Fund; and to declare an emergency. ($85,000.00)
Body
WHEREAS, the original contract was bid and awarded to Affordable Choice Electric pursuant to formal bid RFQ001775, with three one-year renewal options; and
WHEREAS, it is necessary for the Facilities Management Division to modify and renew this contract for electrical renovations for the Facilities Management Division; 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 Affordable Choice Electric for the uninterrupted continuation of electrical renovations for city buildings, 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 with Affordable Choice Electric for electrical system repair, replacement and renovation services for the Facilities Management Division.
SECTION 2. That the expenditure of $30,000.00, or so much thereof that may be necessary in regards 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 $55,000.00, 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 4. 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 5. 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 6. 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 7. 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.