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 Contracts for Heating, Ventilation, and Air Conditioning (HVAC) parts and service related to the repair and maintenance of City HVAC systems for the Facilities Management Division. This contract is utilized by the Facilities Management Division for HVAC parts and services for facilities under the purview of the division on as needed basis. All related purchase orders for HVAC parts and service will be issued from Universal Term Contracts previously established by the City of Columbus, Purchasing Office. The current UTC vendor is as follows:
Mid Ohio Air Conditioning Corp. vendor no. 004266
PA003781- HVAC Repair and Maintenance - expires February 28, 2022
Emergency action is requested in order to ensure that the necessary HVAC parts and maintenance services for City facilities can continue without delay and/or interruption.
Fiscal Impact: This legislation authorizes an expenditure of $50,000.00 from the General Fund with Mid Ohio for HVAC parts and maintenance services for systems for the Facilities Management Division. The Facilities Management Division budgeted $100,000.00 in the 2020 General Fund Budget. In 2018 and 2019, the Facilities Management Division expended $70,000.00 and $100,000.00 respectively from the General Fund for these parts and services.
Title
To authorize the Finance and Management Director to associate all General Budget Reservations resulting from this ordinance and to establish purchase orders with the appropriate Universal Term Contract Purchase Agreement with Mid Ohio Air Conditioning Corp. for HVAC parts and service related to the repair and maintenance of City HVAC systems for the Facilities Management Division; to authorize the expenditure of $50,000.00 from the General Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, Universal Term Contracts (UTC) have been established through the formal competitive bidding process of the Purchasing Office for HVAC parts and maintenance services; and
WHEREAS, the Facilities Management Division has a need for HVAC parts and service related to the repair and maintenance of City HVAC systems; and
WHEREAS, the Purchasing Office has awarded a UTC Purchase Agreement (PA003781, expires 2/28/22) for HVAC parts and maintenance services with Mid Ohio Air Conditioning Corp; and
WHEREAS, this legislation authorizes the establishment of purchase orders with Mid Ohio Air Conditioning Corp. from a previously established UTC in the amount of $50,000.00 from the General Fund; 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 of Finance and Management to issue various purchase orders for HVAC parts and maintenance services, allowing for timely maintenance, repair, and general upkeep of City HVAC systems; 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, on behalf of the Facilities Management Division, is hereby authorized to associate all General Budget reservations resulting from this ordinance and to establish purchase orders with the appropriate Universal Term Contract Purchase Agreement, per the terms and conditions of all Universal Term Contracts for HVAC parts and maintenance services. Current UTC vendor(s) are as follows:
Mid Ohio Air Conditioning Corp. vendor no. 004266
Federal Tax ID: 31-0732219
Contract Compliance No. CC004266, Expiration date: January 14, 2021
SECTION 2. That the expenditure of $50,000.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved from the General Fund 1000, in Object Class 02 - Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2302-2020 Legislation Template.xls
SECTION 3. 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 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 contracts or contract modifications.
SECTION 6. 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.