Explanation
BACKGROUND: This legislation 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 service, renovation, repair, and installation of HVAC systems under the purview of the Facilities Management Division. The original contract with Mid Ohio was formally bid through SA005246. 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 third of four 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 HVAC system renovations are needed at certain Division of Police and Fire locations. 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 ensure that HVAC system maintenance is uninterrupted, thereby ensuring air conditioning to these important buildings during the upcoming summer months.
Mid Ohio Air Conditioning Corp. Contract Compliance No. 31-0732219
Fiscal Impact: This ordinance authorizes an expenditure of $150,000.00 collectively from the General Fund and the Public Safety G.O. Bond Fund with Mid Ohio Air Conditioning Corp for service, renovation, repair, and installation of HVAC systems under the purview of the Facilities Management Division. The Facilities Management Division budgeted $50,000.00 in the General Fund Budget. 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. In 2016, $20,000.00 was expended for these services from the General Fund.
Title
To authorize the Finance and Management Director to modify and renew a contract with Mid Ohio Air Conditioning Corp for service, renovation, repair, and installation of HVAC systems under the purview of the Facilities Management Division; to authorize the expenditure of $50,000.00 from the General Fund; to authorize the expenditure of $100,000.00 from the Public Safety G.O. Bond Fund; and to declare an emergency. ($150,000.00)
Body
WHEREAS, the original contract was bid and awarded to Mid Ohio Air Conditioning Corp pursuant to formal bid SA005246, with four one-year renewal options available; and
WHEREAS, it is necessary for the Facilities Management Division to modify and renew this contract and exercise the third renewal option for service, renovation, repair, and installation of HVAC systems under the purview of 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 Mid Ohio Air Conditioning Corp for the uninterrupted continuation of HVAC systems 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 Mid Ohio Air Conditioning Corp for service, renovation, repair, and installation of HVAC systems under the purview of the Facilities Management Division.
SECTION 2. That the expenditure of $50,000.00, 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 $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 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.