Explanation
BACKGROUND: This ordinance authorizes the Public Service Director to enter into a contract for the Facilities Management Division with Winnscapes for mowing and snow removal services at the following complexes: 757 Carolyn Avenue, 750 Piedmont Road and the Health Department at 240 Parsons Avenue. In addition, snow removal services will be provided at the Fire Training Academy, 3639/3675 Parsons Avenue. Besides snow removal and mowing, the bids originally included pricing for landscaping activities such as fertilizing, maintenance of all planting beds, tree and shrub pruning, weeding, mulching, and spring clean-up. However, due to budget reductions, only mowing and snow removal will be performed by the contractor, thereby reducing the amount of the contract to $36,000. Formal bids were solicited and bids were read on Tuesday, October 7, 2003, (1 MBE*, 0 FBE) as follows:
Winnscapes $67,618.88
Greenscapes Landscape Co. $92,355.00
*Willoughby Lawn Care $19,900.00
*MBE
It is the recommendation of the Facilities Management Division to award this contract to the most responsive and responsible bidder, Winnscapes, CC# 31-1313521, expires 07/17/2004. Willoughby Lawn Care did not correctly complete the bid paperwork, failing to provide the name of a surety company, thereby attempting to bond itself and leading to concerns that Willoughby could not properly complete the work as required in the bid specifications. Bids for these services were solicited in October 2003 before the provisions of new Columbus City Code 329.06 (responsible service contracting) were enacted. If bids were to be reissued to reflect the new City Code provisions then critical services for these buildings will be disrupted.
The contract period is February 1, 2004 to January 31, 2005. There are four one-year renewal options available within the contract document that may be utilized upon approval each year by City Council.
Emergency action is requested so that snow removal services can be provided during the winter months. The inability to remove snow and ice in a timely fashion poses a potential safety hazard to vehicle and pedestrian traffic.
Fiscal Impact: The Facilities Management Division has $36,000.00 in the 2004 General Fund budget for grass mowing and snow removal services. The Division spent $85,472.00 in 2003 and $35,327.00 in 2002 on similar services, but also included extensive landscaping.
Title
To authorize the Public Service Director to enter into a contract for the Facilities Management Division with Winnscapes for mowing and snow removal services for various city facilities, to authorize the expenditure of $36,000.00 from the General Fund; and to declare an emergency. ($36,000.00)
Body
WHEREAS, it is necessary to provide mowing and snow removal services for city facilities located at the I-71 Complex, 240 Parsons Avenue (Health Department), and the Fire Training Academy.
WHEREAS, the Facilities Management Division solicited formal bids for mowing and snow removal services, and
WHEREAS, bids were opened on Tuesday, October 7, 2003, and
WHEREAS, Winnscapes submitted the most responsive and responsible bid for mowing and snow removal services, and
WHEREAS, the Public Service Department, Facilities Management Division, recommends acceptance of the bid for mowing and snow removal services submitted by Winnscapes, and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Facilities Management Division, in that it is immediately necessary to authorize the Public Service Director to enter into contract for the Facilities Management Division with Winnscapes for mowing and snow removal services for the I-71 Complex, 240 Parsons Avenue (Health Department), and the Fire Training Academy, protecting the safety of those persons using these buildings, 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 Public Service Director is hereby authorized to enter into a contract for the Public Service Department, Facilities Management Division, with Winnscapes for mowing and snow removal services at the I-71 Complex, 240 Parsons Avenue (Health Department), and the Fire Training Academy.
SECTION 2. That the expenditure of $36,000.00 or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 59-07
Fund: 010
OCA Code: 281006
Object Level 1: 03
Object Level 3: 3370
Amount: $36,000.00
SECTION 3. That for 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 or vetoes the same.