Explanation
BACKGROUND: The Executive Director of the Civil Service Commission entered into a contract with Mount Carmel Health Providers, Inc. to provide for pre-employment physicals and cardiovascular stress testing of public safety recruits in preparation for upcoming Police and Fire Academy classes. This modification No. 5 is to execute the option to add additional funding as necessary in the amount of $27,000.00.
The Civil Service Commission advertised and solicited competitive bids in accordance with the relevant provision of Columbus City Codes Chapter 329 (RFQ023538). Three (3) proposals were received and opened on December 2, 2022. The bid from Mount Carmel Health Providers, Inc. was awarded as the lowest, responsive, responsible and best bid received. The original contract was for a period of one year with two (2) one year renewal options on a year-to-year basis upon mutual agreement, availability of funding and Columbus City Council approval. If unforeseen issues or difficulties are encountered that would require additional funding, a modification will be requested. This is the 3rd year of a three (3) year contract. This contract modification No. 5 will add funding through the contract expiration date of February 28, 2026.
SUPPLIER: Mount Carmel Health Providers, Inc. (31-1382442), DAX #005227, MAJ, Expires 7/22/2026
Mount Carmel Health Providers, Inc. 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.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 5 is ADD $27,000.00. Total contract amount including this modification is $487,000.00
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the original contract. The original legislation under Ordinance No. 3084-2022 anticipated the contract would be funded incrementally on an approximate annual basis. It was also anticipated that if unforeseen issues or difficulties were encountered that would require additional funding, a modification would be requested. This legislation is to encumber the funds needed to carry the Commission through the expiration of the contract.
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 to provide pre-employment physicals and cardiovascular stress testing of public safety recruits are in accordance with the original contract.
FISCAL IMPACT: $27,000.00 is budgeted and needed for this expenditure. The contract amount will be utilized to provide services under this contract for the Department of Public Safety, Divisions of Police and Fire.
EMERGENCY DESIGNATION: The Civil Service Commission respectfully requests this legislation be considered for emergency action to allow the Civil Service Commission to continue to provide for pre-employment physicals and cardiovascular stress testing of public safety recruits in preparation for upcoming Police and Fire Academy classes.
Title
To authorize the Executive Director of the Civil Service Commission to enter into a contract modification of the Pre-Employment Physicals and Medical Testing Services contract with Mount Carmel Health Providers, Inc., for the Department of Public Safety, to authorize the expenditure of $27,000.00 from the General Fund, and to declare an emergency. ($27,000.00)
Body
WHEREAS, the Civil Service Commission has a contract with Mount Carmel Health Providers, Inc. for Pre-Employment Physicals and Medical Testing Service; and
WHEREAS, the original contract was for one (1) year through February 29, 2024 and upon mutual agreement and approval by Columbus City Council this contract has been extended through and including February 28, 2026; and
WHEREAS, the Civil Service Commission wishes to modify and increase PO369101 with Mount Carmel Health Providers, Inc. for Pre-Employment Physicals and Medical Testing Services to provide additional funding necessary through the contract expiration date of February 28, 2026; and
WHEREAS, the vendor has agreed to modify and increase PO369101 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, this modification is in accordance with the relevant provisions of Chapter 329.09 (a) of City Code relating to contract modifications; and
WHEREAS, it is now necessary to modify and increase the current contract with Mount Carmel Health Providers, Inc. in order to continue scheduling public safety recruits in preparation for upcoming Police and Fire Academy classes; and
WHEREAS, an emergency exists in the usual daily operation of the Civil Service Commission in that it is immediately necessary to authorize the Executive Director to modify and increase the contract with Mount Carmel Health Providers, Inc. in order to continue scheduling public safety recruits in preparation for upcoming Police and Fire Academy classes, all for the immediate preservation of the public peace, health, safety and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Executive Director of the Civil Service Commission be and is hereby authorized to modify and increase Contract No. PO369101 with Mount Carmel Health Providers, Inc. for Pre-Employment Physicals and Medical Testing Services for the purpose of administering pre-employment physicals and cardiovascular stress tests to public safety recruits for the Department of Public Safety’s Police and Fire entry-level sworn positions, in accordance with the terms and conditions on file in the office of the Civil Service Commission. Total modification No. 5 is ADD $27,000.00. Total contract amount including this modification is $487,000.00.
SECTION 2. That this modification and increase is in accordance with the relevant provisions of Chapter 329.09 (a) of City Code relating to contract modifications.
SECTION 3. That the expenditure of $27,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 General Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract and agreement modifications / renewals associated with this ordinance.
SECTION 6. That for the reasons 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.