Explanation
The Director of Public Utilities entered into a contract with Oracle Elevator Company for Elevator Maintenance Services, FEM Project No. 1401.3 for the Division of Sewerage and Drainage. The Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant and Sewer Maintenance Operation Center have various styles of elevators that need to be inspected, maintained and repaired on a routine and emergency basis. The work to be performed under this contract will be mainly Elevators and their associated equipment and systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement of failed components. The work may also include updating of software for the various units and their associated equipment.
The Department of Public Utilities advertised and solicited competitive bids in accordance with Columbus City Code Chapter 329 (Solicitation SA005332). Twenty-six (26) bids were solicited (2 MBR, 2 M1A, 22 MAJ), and three (3) bids (3 MAJ) were received and opened on March 26, 2014. The apparent low bidder, Fujitec America Inc., had requested to withdraw their bid in accordance with CMSC paragraph 102.13, within the specified 48 hours. This request was due to the vendor incorrectly summarizing their pricing on a monthly rather than a yearly basis. It would present an extreme hardship on the company to honor these prices.
After review of the bids, it was determined that Kone Inc. was non-responsive due to adding contract provisions not provided in the documents. The Division of Sewerage and Drainage then recommended an award be made to the lowest, responsive and responsible bidder Oracle Elevator Company.
The original contract was for a period of one year with three (3) one year renewal options on a year to year basis upon mutual agreement, availability of funding and Columbus City Council approval. The Division of Sewerage and Drainage is utilizing the first extension option. This is the 2nd year of a four (4) year contract. This modification No. 1 will extend the contract through and including September 14, 2016.
SUPPLIER: Oracle Elevator Company (20-1968406), Expires March 26, 2016
Oracle Elevator Company does not hold MBE/FBE status.
The company is 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.
Amount of additional funds to be expended: $ 70,000.00
Original Contract $ 65,570.00
Modification #1 (2015-Pending) $ 70,000.00
Modification #2 (2016) $ 70,000.00
Modification #3 (2017) $ 70,000.00
Current Proposed Total $275,570.00
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 1 is $70,000.00. Total contract amount including this modification is $135,570.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is an annual expenditure. This legislation is to encumber the funds budgeted for fiscal year 2015 for the Division of Sewerage and Drainage.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $70,000.00 is budgeted and available for this purchase.
$31,605.75 was spent in 2014
$85,437.59 was spent in 2013
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Elevator Maintenance Services contract with Oracle Elevator Company; and to authorize the expenditure of $70,000.00 from the Sewerage System Operating Fund. ($70,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Oracle Elevator Company for Elevator Maintenance Services, FEM Project No. 1401.3 for the Division of Sewerage and Drainage, and
WHEREAS, the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant and Sewer Maintenance Operation Center have various styles of elevators that need to be inspected, maintained and repaired on a routine and emergency basis, and
WHEREAS, other Department facilities may be added in the future by modification, and
WHEREAS, the work to be performed under this contract will be mainly Elevators and their associated equipment and systems that require inspection, testing, troubleshooting, maintenance, and repair or replacement of failed components. The work may also include updating of software for the various units and their associated equipment, and
WHEREAS, the Department of Public Utilities, Division of Sewerage and Drainage wishes to modify, increase and extend EL016258 with Oracle Elevator Company for Elevator Maintenance Services to provide additional funding necessary for 2015, and
WHEREAS, this modification No. 1 will extend the contract through and including September 14, 2016, and
WHEREAS, the vendor has agreed to modify, increase and extend EL016258 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, it has become necessary in the usual daily operations of the Department of Public Utilities to authorize the Director of Public Utilities to modify, increase and extend the existing contract with Oracle Elevator Company in order to provide for continuation of Elevator Maintenance Services; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to modify, increase and extend contract No. EL016258 with Oracle Elevator Company, 771 Dearborn Park Lane, Suite B, Worthington, Ohio 43085, for Elevator Maintenance Services for the various facilities within the Department of Public Utilities, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage. Total amount of modification No. 1 is ADD $70,000.00. Total contract amount including this modification is $135,570.00. The contract will be extended through and including September 14, 2016.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 3. That this modification is in accordance with the relevant provisions of Columbus City Code Chapter 329.
SECTION 4. That the expenditure of $70,000.00 or so much thereof as may be needed, be and the same hereby is authorized from the Sewerage System Operating Fund, Fund 650, Department 60-05, to pay the cost of this contract modification as follows:
OCA: 605378
Object Level 1: 03
Object Level 03: 3372
SECTION 5. 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.