Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to enter into a contract on behalf of the Office of Construction Management with Trane U.S., Inc. for the replacement of a direct digital heating, ventilation, and air conditioning (HVAC) control system at the Division of Fleet Management located at 4211 Groves Road.
The existing HVAC control system at the Division of Fleet is beyond its useful life and as such, the control infrastructure has become obsolete and in need of replacement. This system controls the functioning of the HVAC system, such as airflow, cooling and heating at the Division of Fleet.
A waiver of the competitive bidding provisions of Columbus City Codes, Section 329 is requested to ensure that a replacement control system matches the existing HVAC equipment. The existing HVAC system is composed of both Trane controls and equipment. In order for an HVAC system to work optimally, the control system and the equipment must be appropriately calibrated and integrated. Replacing the existing Trane control system with a new Trane control system, will ensure that the overall HVAC system works as a single, properly integrated network. In addition to compatibility, Trane U.S., Inc. also currently has the necessary control system readily available and is able to incorporate these controls into the HVAC system prior to winter. This holistic integration will ensure smooth, efficient, and cost effective HVAC operations.
Emergency action is requested so that a new HVAC control system can be installed as soon as possible, thus ensuring the proper operation of the Division of Fleet's HVAC system.
The contract compliance number for Trane U.S. Inc. is 25-0900465 and it expires on May 10, 2023.
Fiscal Impact: This legislation authorizes an expenditure of $400,000.00 from the Fleet Management Capital Fund with Trane U.S., Inc. for the replacement of direct digital HVAC controls at the Division of Fleet at 4211 Groves Road. The base proposal equals $342,000.00 with a construction contingency of $58,000.00.
Title
To amend the 2021 Capital Improvement Budget; to authorize the Director of Finance and Management to enter into a contract on behalf of the Office of Construction Management with Trane U.S., Inc. for the replacement of direct digital HVAC controls at the Division of Fleet; to authorize the City Auditor to transfer funds between projects within the Fleet Management Capital Fund; to authorize the expenditure of $400,000.00 from the Fleet Management Capital Fund; to waive the competitive bidding provisions of Columbus City Codes Chapter 329; and to declare an emergency. ($400,000.00)
Body
WHEREAS, it is necessary to amend the 2021 Capital Improvement Budget and to authorize transfer of funds between projects within the Fleet Management Capital Fund; and
WHEREAS, the Finance and Management Department, Office of Construction Management desires to enter into a contract for the replacement of direct digital HVAC controls at the Division of Fleet; and
WHEREAS, it is necessary to replace the HVAC control system at the Division of Fleet, as the existing system is beyond its useful life and is not functioning at optimal levels; and
WHEREAS, it is imperative that the replacement control system and HVAC infrastructure be provided by the same supplier, thereby maintaining consistency across both the control system and the HVAC system, ensuring that the two systems communicate properly, and that a single vendor can service both operating systems, thus ensuring smooth, efficient, and cost effective HVAC operations; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of Columbus City Codes Chapter 329 to allow Trane U.S. Inc. to provide the necessary parts and service for HVAC controls replacement at the Division of Fleet, so that the control system is consistent with the HVAC infrastructure; and
WHEREAS, it is necessary to authorize the expenditure of $400,000.00 from the Fleet Management Capital Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Office of Construction Management, in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with Trane U.S., Inc. for the replacement of direct digital HVAC controls at the Division of Fleet so that these necessary upgrades can be implemented prior to winter and as soon as possible, 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 enter into a contract on behalf of the Office of Construction Management with Trane U.S., Inc. for the replacement of direct digital HVAC controls at the Division of Fleet located at 4211 Groves Road.
SECTION 2. That the 2021 Capital Improvement Budget authorized by ordinance 2707-2021 be amended as follows to establish sufficient authority for this project:
Fund 5205
Project ID | Project Name | Current Authority | Revised Authority | Change
P550004-100000 (carryover) | Fleet Automatic Vehicle Locator | $6,591 | $0 | ($6,591)
P550005-100000 (carryover) | Fuel Tank Management | $98,281 | $0 | ($98,281)
P550007-100000 (carryover) | Fleet Facilities - Capital Blanket | $27,515 | $0 | ($27,515)
P550008-100000 (carryover) | Fleet Auction Pavilion | $201,201 | $0 | ($201,201)
P550003-100000 (carryover) | Fleet Equipment Replacement | $0 | $333,588 | $333,588
Fund 5215
Project ID | Project Name | Current Authority | Revised Authority | Change
P550002-100000 (carryover) |Fleet Automated Fuel Location Upgrades | $200,000 | $133,586 | ($66,414)
P550003-100000 (carryover) | Fleet Equipment Replacement | $0 | $66,414 | $66,414
SECTION 3. That the transfer of $400,000.00, or so much thereof as may be needed, is hereby authorized within Fund 5205 and Fund 5215 (Fleet Management Capital Fund), in Object Class 06- Capital Outlay per the account codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $400,000.00, or so much thereof may be necessary in regards to the action authorized in SECTION 1, is hereby authorized in Fund 5205 and 5215 (Fleet Management Capital Fund) in Dept-Div 4505, P550003-100000 (Fleet Equipment Replacement), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. That this Council finds it in the best interest of the City to waive the competitive bidding provisions of Columbus City Codes Chapter 329 for this contract.
SECTION 6. 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 7. 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 8. 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 9. 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.
SECTION 10. 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.