Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to issue a purchase order to HM Company for commercial laundry equipment for use at the Fire Training Academy / Support Services Bureau / Laundry Room. There is a need within the Department of Public Safety, Division of Fire, to replace the existing commercial laundry equipment that is beyond its useful life. The total cost of this purchase is $50,485.00, which includes the purchase, delivery, installation and on-site training of two (2) commercial washer-extractors and one (1) tumble dryer. This laundry equipment will be used for laundering all turnout gear which includes, but is not limited to, gloves, coats, coat liners and hoods, as well as some towels and Division of Fire uniforms.
Bid Information: The Division of Fire processed a request for proposal (RFQ004377) for commercial laundry equipment and bids were opened on March 2, 2017. Only one (1) bid received, from HM Company, and their bid was for an alternate brand of equipment (Huebsch) versus the specified brand (IPSO). The alternate product bid by Huebsch met all bid specifications on the tumble dryer, and also met bid specifications on the washer-extractors with one (1) exception. The Huebsch brand did not offer the steam capability which the specified IPSO brand offered on its washer-extractor. While the component of steam was built into the IPSO washer-extractor model specified, it was not a feature that the Division of Fire needed or was planning to utilize; it was simply a feature of the model specified. The exception of the steam feature on the Huebsch washer-extractor product is acceptable to the Division of Fire.
An award recommendation was made to award both line items to HM Company. The Division of Fire Support Services requests that the relevant formal bidding provisions of the Columbus City Code Chapter 329 be waived on Line Item 1 for the washer-extractors, as both the Division of Fire and the Purchasing Office do not believe that proceeding with a re-bid for this one (1) line item would result in any additional bidders submitting bids.
Contract Compliance: HM Company / #31-0797308 (Vendor #018589) / Active C.C.
Emergency Designation: This legislation is to be declared an emergency measure so that legislative approval can occur prior to expiration of the product quote.
FISCAL IMPACT: This ordinance authorizes the expenditure of $50,485.00 for the purchase of commercial laundry equipment from HM Company for laundering all turnout gear for the Division of Fire. This ordinance also authorizes an amendment and transfer of funds within Public Safety's Capital Improvement Budet.
Title
To amend and transfer funds within the Department of Public Safety's 2016 Capital Improvements Budget; to authorize and direct the Director of Finance and Management to issue a purchase order to HM Company for the purchase of commercial laundry equipment for the Division of Fire Training Bureau; to waive the competitive bidding provisions of the Columbus City Code on Line 1; to expend $50,485.00 from Safety Voted Bond Fund; and to declare an emergency. ($50,485.00)
Body
WHEREAS, the Division of Fire needs to purchase commercial laundry equipment from HM Company for its Support Services Bureau / Laundry Room for use at the Fire Training Academy; and
WHEREAS, it is in the city's best interest to waive the competitive bidding provisions of City Code Chapter 329 for Line Item 1 for the washer-extractors, as both the Division of Fire and the Purchasing Office do not believe that proceeding with a re-bid for this one (1) line item would result in any additional bidders submitting bids; and
WHEREAS, it is necessary to amend the 2016 Capital Improvement Budget and to transfer cash between projects in the Safety Voted Bond Fund; and
WHEREAS, an emergency exists in the usual daily operations of the Division of Fire, Department of Public Safety, in that it is immediately necessary to purchase said commercial laundry equipment, for the preservation of 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 2016 Capital Improvement Budget is hereby amended as follows:
Fund: 7701 Current Revised Difference
Fire Facilities Renovations - 340103-100000 Voted Carryover $1,040,000 $989,515 ($50,485)
Fire Equipment - 340123-100000 Voted Carryover $0 $50,485 $50,485
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds within Public Safety's G. O. Bond Fund 7701 per the accounting code in the attachment to this legislation.
SECTION 3. That the Director of Finance and Management is hereby authorized and directed to issue a purchase order to HM Company for commercial laundry equipment for the Division of Fire Support Services.
SECTION 4. That this Council finds it in the best interest of the City of Columbus to waive the requirements of competitive bidding on Line 1 for the washer-extractors, and does hereby waive the provisions of Section 329 of the Columbus City Codes.
SECTION 5. That the expenditure of $50,485.00, or so much thereof as may be necessary, for the purchase of this commercial laundry equipment be and is hereby authorized from the Safety Voted Bond Fund, per the accounting codes in the attachment to 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 authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 8. 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; except that no transfer shall be so made from a project account funded by monies from more than one source.
SECTION 9. 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 or vetoes the same.