Explanation
Background: The Real Estate Management Office leases space on behalf of the Department of Public Safety. During a recent cold snap, there was an incident that resulted in the freezing and rupture of water lines that resulted in significant flooding in one portion of the leased space causing damage of the City’s office furnishings in that area of the building. Per the terms of the Lease, the City is responsible for replacement of its damaged furnishings. In the interest of expediting the ability for the City to reoccupy its space and return to normal operations at the earliest possible date, suitable pre-owned furnishings ready for immediate delivery have been identified for acquisition to replace the damaged furnishings. The bidding of pre-owned furniture is manifestly impractical. Several furniture vendors registered with the City were contacted to determine if appropriate pre-owned furnishings were available to serve as replacements. The Bradley Company (Contract Compliance #005066 expiring 7/19/2024) was able to provide all necessary replacement furnishing items in a timely fashion and at the best price of $32,541.22.
This legislation authorizes the Director of Finance and Management to enter into a contract with The Bradley Company for the purchase, delivery, and installation of replacement pre-owned office furniture; to appropriate and expend up to $32,541.22 from Fund 7748, the General Permanent Improvement Fund; and to declare an emergency.
Fiscal Impact: Funding for this purchase is available and shall be from the General Permanent Improvement Fund 7748 ($32,541.22).
Emergency Justification: Emergency action is requested so that replacement furnishings can be ordered and installed at the earliest possible date thereby allowing city operations to return to normal as quickly as possible.
Title
To authorize the Director of Finance and Management to enter into a contract with The Bradley Company; to amend the 2022 Capital Improvement Budget; to authorize the appropriation and expenditure of $32,541.22 from the General Permanent Improvement Fund; and to declare an emergency ($32,541.22).
Body
WHEREAS, office furnishings were destroyed by water damage in an incident at location leased by the City on behalf of the Department of Public Safety; and
WHEREAS, in order to expedite the ability for the City to reoccupy its space and return to normal operations at the earliest possible date, appropriate pre-owned and reconditioned furnishings have been identified; and.
WHEREAS, after contacting several vendors, it was determined that The Bradley Company has available and is able to deliver all the replacement furnishing items necessary in the shortest time frame and at the lowest cost enabling city operations to return to normal at the earliest possible date; and
WHEREAS, it necessary to transfer and appropriate funds within the General Permanent Improvement fund, Fund 7748; and
WHEREAS, it is necessary to amend the 2022 Capital Improvement Budget; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance in that it is immediately necessary to authorize the Director to enter into a contract with The Bradley Company for the purchase of replacement pre-owned office furniture to replace that which was damaged in a water intrusion incident at a location occupied by the Department of Public Safety; 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 contract with The Bradley Company for the purchase of replacement office furnishings for those destroyed by a water intrusion incident.
SECTION 2. That the transfer of cash from the unallocated project in Fund 7748, the appropriation, and expenditure in Fund 7748 P748999 Furniture Replacement of $32,541.22 or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved per the accounting codes in the attachment to this ordinance. See Attached File: Ordinance 0428-2023 Funding Attachment.
SECTION 3. That the Capital Improvement Budget is hereby amended as follows:
Fund/Project Number/Project Name/Current Authority/Revised Authority/Change
7748/P748999-100000/Unallocated Project/$1,224,414/$1,191,873/($32,541)
7748/P570115-100000/Furniture Replacement-Various/$117,621/$150,162/$32,541
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 necessary to revise the funding source for all contract or contract modifications associated with this ordinance to ensure that this purchase is properly accounted for and recorded accurately on the City’s financial records.
SECTION 6. That the City Auditor is hereby authorized to transfer the unencumbered balance remaining for this project account to the unallocated balance account within the same fund upon receipt of proper notification from the Department of Finance and Management that the project has been completed and the monies are no longer required for this project.
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 in force from and after passage and approval by the Mayor, or ten (10) days after passage if the Mayor neither approves nor vetoes the same