Explanation
BACKGROUND: This ordinance authorizes the Department of Public Safety to enter into a contract for the purchase and installation of eight (8) Heating, Ventilation and Cooling (HVAC) systems and the removal of the old equipment. There will be two HVAC units installed at each of the radio tower shelters located at the City-owned facilities of 5900 Parsons Ave., 4250 Groves Rd. 3820 Dublin Rd. and 4250 Morse Rd. The current HVAC units are over twenty years old and have been failing and breaking at a rate that makes repair costs extremely prohibitive. These units are used to cool Public Safety Radio sites which require climate control environment. They run 24 hrs a day and provide heat in the winter and cool in the summer to keep equipment operating at the proper temperature.
The Department of Public Safety advertised and solicited competitive bids in accordance with the relevant provisions of the Columbus City Chapter 329 (RFQ004747). Two (2) Bids were received. The Department of Public Safety, Division of Support Services is recommending award to the lowest, responsive, responsible and best bidder:
American Mechanical Group, Inc. Vendor No. 007448 (expires 2-27-19).
This company is not debarred according to the Federal Excluded Parties Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: This Ordinance Authorizes the expenditure of $54,076.32 within the Safety's Bond Funds. The ordinance also authorizes the transfer of funds between projects within the Safety Voted Bond Fund. The Department of Public Safety has funds in their Capital Improvement Budget to pay for this contract.
Title
To authorize the Director of the Department of Public Safety to enter into contract with American Mechanical Group, Inc for the purchase of 8 HVAC units, installation and the removal of old equipment at four Public Safety Radio sites; to authorize the City Auditor to transfer funds between projects within the Department of Public Safety’s Voted Bond Fund; to authorize the expenditure of $54,076.32 within Safety Bond Fund; and to declare an emergency. ($54,076.32)
Body
WHEREAS, the Department of Public Safety advertised and solicited formal bids and opened responses on March 27, 2017 and selected the lowest responsive, and responsible and best bidder, American Mechanical Group, Inc.; and
WHEREAS, American Mechanical Group, Inc. will perform the work outlined in RFQ004747 (attached); and
WHEREAS, it is necessary to authorize the City Auditor to transfer funds between projects within the Department of Public Safety’s Voted Bond Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to replace eight (8) HVAC units that are at the end of their useful life in order to prevent safety equipment failure and 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 Director of Public Safety is hereby authorized to enter into contract with American Mechanical Group, Inc. for the purchase of 8 HVAC units, installation and the removal of old equipment.
SECTION 2. That the City Auditor is hereby authorized and directed to transfer funds between projects within Safety Voted Bond Fund, Fund 7701 per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $54,076.32, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized from Fund 7701 per the accounting codes in the attachment to this ordinance.
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 authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 6. 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 such project that the project has been completed and the monies are no longer required for such project; except that no transfer shall be made from a project account funded by monies from more than one source.
SECTION 7. That for reasons stated in the preamble hereto, which is hereby made a part thereof, 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.