Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish two (2) Universal Term Contracts (UTC) for the option to purchase HVAC Repair, Replacement and Maintenance Services with General Temperature Control Inc. and Mid Ohio Air Conditioning Corporation. These are City Wide contracts with the Facilities Management Division as the primary user for HVAC Repair, Replacement and Maintenance Services. Heating, Ventilation and Air Conditioning repairs and replacements are used to maintain and update HVAC systems in proper working condition. The term of the proposed option contracts would be approximately three (3) years, expiring February 28, 2026, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on December 8, 2022. In addition, the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ023170). Two (2) bids were received.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidders as follows:
General Temperature Control Inc., CC# 004830 expires 8/31/2024, All Items, $1.00
Mid Ohio Air Conditioning Corporation, CC# 004266 expires 11/15/2024, All Items, $1.00
Total Estimated Annual Expenditure: $225,000.00, Facilities Management Division is the primary user
Emergency Designation: The Department of Finance and Management respectfully requests this legislation to be considered an emergency ordinance in order to ensure sufficient repairs and replacements of the HVAC systems for public safety.
The companies are not debarred according to the Excluded Party 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: The expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into two (2) Universal Term Contracts for the option to purchase HVAC Repair, Replacement and Maintenance Services with General Temperature Control Inc. and Mid Ohio Air Conditioning Corporation; to authorize the expenditure of $2.00; and to declare an emergency. ($2.00).
Body
WHEREAS, the HVAC Repair, Replacement and Maintenance Services UTC will provide for the purchase of Heating, Ventilation and Air Conditioning repairs and replacements used to maintain and update HVAC systems in proper working condition; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on December 08, 2022 and selected the overall lowest, responsive, responsible and best bidders; and
WHEREAS, an emergency exists in the usual daily operation of the Facilities Management Division to ensure sufficient HVAC repairs and replacements in that it is necessary to authorize the Finance and Management Director to immediately enter into two (2) Universal Term Contracts for the option to purchase HVAC Repair, Replacement and Maintenance Services UTC, 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 authorized to enter into the following Universal Term Contracts for the option to purchase HVAC Repair, Replacement and Maintenance Services in accordance with Request for Quotation RFQ023170 for a term of approximately three (3) years, expiring February 28, 2026, with the option to renew for one (1) additional year, as follows:
General Temperature Control Inc., All Items, $1.00
Mid Ohio Air Conditioning Corporation, All Items, $1.00
SECTION 2. That the expenditure of $2.00 is hereby authorized from General Budget Reservation BRPO002025 of this ordinance to pay the cost thereof.
SECTION 3. 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 4. That for the reason 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.