Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement(s) in accordance with section 329.19 (g), which stipulates that city agencies must obtain approval by City Council for expenditures on a Universal Term Contract in excess of $100,000.00. The Fire Division is in need of janitorial supplies to be purchased from the existing UTC with Key-4 Cleaning Supplies for the Division of Fire. These janitorial supplies are for use in cleaning and sanitizing fire stations and facilities, specifically for the mitigation of the COVID-19 virus.
Bid Information: Universal Term Contract - PA003289 (exp. 4/30/2021)
Contract Compliance: Key-4 Cleaning Supplies Inc. #31-1417716 ~ Vendor 005308
Emergency Designation: Emergency action is requested to make funding immediately available to replenish inventory of janitorial supplies that have been used in unprecedented quantities to combat the spread of the COVID-19 virus.
FISCAL IMPACT: This ordinance authorizes the expenditure of $125,000.00 from the FEMA CARES Treasury Fund for the purchase of janitorial supplies for use in cleaning and sanitizing fire stations and facilities, specifically for the mitigation of the COVID-19 virus, for the Division of Fire. The Fire Division encumbered/spent approximately $147,000.00 in 2019, $156,000 in 2018, and $170,000 in 2017, for janitorial supplies. The division has encumbered/spent $200,000 thus far in 2020 with Key4, of the $176,725 total budget.
Title
To authorize and direct the Finance and Management Director to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement(s) for janitorial supplies with Key-4 Cleaning Supplies for the Division of Fire; to authorize the expenditure of $125,000.00 from the FEMA CARES Treasury Fund; and to declare an emergency. ($125,000.00)
Body
WHEREAS, the COVID -19 pandemic has resulted in the needs to purchase janitorial supplies for use in cleaning and sanitizing fire stations and facilities, specifically to mitigate the spread of the COVID-19 virus; and,
WHEREAS, expenditure of CARES Act funding is needed to purchase cleaning and sanitizing supplies for cleaning and sanitizing fire stations to mitigate the spread of the COVID-19 virus and public health emergency; and
WHEREAS, such expenditure of funds has not been previously accounted for in the 2020 Budget; and,
WHEREAS, a Universal Term Contract established by the Purchasing Office with Key-4 Cleaning Supplies exists for these purchases; and,
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Fire, in that it is immediately necessary to authorize the Finance and Management Director to purchase said janitorial supplies to clean and sanitize fire stations and facilities, specifically to mitigate the spread of the COVID-19 virus, for the immediate 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 Finance and Management Director be and is hereby authorized and directed to associate all General Budget Reservations resulting from this ordinance with the appropriate Universal Term Contract Purchase Agreement(s) for janitorial supplies with Key-4 Cleaning Supplies for the Division of Fire.
SECTION 2. That the expenditure of $125,000.00, or so much thereof as may be necessary for the purchase of janitorial supplies for the Division of Fire, be and is hereby authorized from the FEMA CARES Treasury Fund, per the accounting codes in the attachment to this ordinance.
SECTION 3. That for 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 nor vetoes the same.