Explanation
Background:
In 2024, PO458758 was approved, authorizing the Franklin County Municipal Court, Clerk of Court ("Municipal Court Clerk") to enter into a contract with Cornerstone Maintenance Services LLC Inc for the service of heating, ventilating, and air conditioning (HVAC) contractor to perform preventative and corrective maintenance and corrective repair services.
Ordinance 3030-2024 authorized the Municipal Court Clerk to modify the contract in the amount of $10,000.00 with Cornerstone Maintenance Services LLC Inc. This modification was needed due to unforeseen heating, ventilating, and air conditioning unit maintenance services.
This legislation authorizes the Municipal Court Clerk to modify the existing contract in the amount of $20,000.00 with Cornerstone Maintenance Services LLC Inc by adding additional funds for unforeseen heating, ventilating, and air conditioning unit maintenance services for the Municipal Court Clerk’s Office; an expenditure up to $20,000.00 from the Municipal Court Clerk Computer Fund.
Contract Modification:
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
1. Amount of additional funds: Amount of additional funds to be expended under this modification is $20,000.00.
2. Reason additional funds were not foreseen: Additional funds are needed due to the unforeseen emergency maintenance that was necessary to ensure computer systems do not overheat.
3. Reason other procurement processes were not used: The work under this contract modification is for additional emergency services required to preserve continuity of the work under the current contractor.
4. How was cost determined: Cost determination: The emergency repair costs were utilized, which are a part of the existing contract.
Bid Information:
The service was bid out using RFQ022302. Cornerstone Maintenance submitted the best bid and therefore, PO337662 was created and authorized the Municipal Court Clerk to enter into a contract with Cornerstone Maintenance Services LLC for the purchase of heating, ventilating, and air conditioning unit maintenance services.
Contracts:
2024; PO458758: $10,000.00
Ordinance 3030-2024; PO482430: $10,000.00
Ordinance 0839-2025; $20,000.00
Contract Compliance:
Cornerstone Maintenance Services Ltd
Contract Compliance #: 01-0852059
Expiration Date: 01/17/2026
Vendor #: 000055
Emergency: There is an immediate need to modify the contract with Cornerstone Maintenance Services LLC for the continuity of heating, ventilating, and air conditioning unit maintenance services to ensure the Municipal Court Clerk’s computer systems do not overheat.
Fiscal Impact: The amount of $20,000.00 is available within the Municipal Court Clerk Computer Fund
Title
To authorize the Municipal Court Clerk to modify the existing contract with Cornerstone Maintenance Services LLC Inc for additional funds for unforeseen heating, ventilating, and air conditioning unit maintenance services for the Municipal Court Clerk’s Office; to authorize the expenditure of $20,000.00 from the Municipal Court Clerk Computer Fund; and to declare an emergency. ($20,000.00)
Body
WHEREAS, it is necessary to modify the existing contract with Cornerstone Maintenance Services LLC Inc by adding additional funds for unforeseen heating, ventilating, and air conditioning unit maintenance services for the Municipal Court Clerk’s Office; and,
WHEREAS, an emergency exists in the usual daily operation of the Municipal Court Clerk’s Office in that it is immediately necessary to authorize the Municipal Court Clerk to modify said contracts for the heating, ventilating, and air conditioning unit maintenance services to avoid interruption so the computer systems do not overheat, all for the immediate preservation of the public peace, health, property, safety and welfare; and NOW, THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Franklin County Municipal Court is hereby authorized to modify the current contract with Cornerstone Maintenance Services LLC Inc by adding additional funds for unforeseen heating, ventilating, and air conditioning unit maintenance services for the Municipal Court Clerk’s Office.
SECTION 2. That the expenditure of $20,000.00 or so much thereof as may be needed, is hereby authorized in Fund 2227 (Computer Fund), subfund 222702, Department-Division 2601 (Municipal Court Clerk), Object Class 03 (Contractual Services), per the accounting codes in the attachment to this ordinance.
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 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 5. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.