Explanation
BACKGROUND: The Division of Water has entered into contract number EL003747 with K & M Kleening Service, for janitorial services at the Public Utilities Complex. The Division entered into this contract in 2003 through the help of Systems by Rich Consulting to develop standards for janitorial services. K & M Kleening Service received the highest evaluation. Since the Division is pleased with their performance over the last year, we would like to modify the original contract to enter into a second year, for a grand total of $190,419.02. The Contract Compliance Number for K&M Kleening Service, Inc. is 02-0553299. They have certified M1A status.
1. The amount of additional funds needed for this contract is $190,419.02. The original contract was established for $168,328.00. The total cost of the original contract and this modification is $358,747.02. The amount of $190,419.02 includes a "living wage", which will be detailed in legislation brought before City Council. If this does not pass, the Division will only have to pay the vendor $172,874.95.
2. The need for additional funds was known at the time of the initial contract, however, we were unsure as to how much. Since the first year of the contract was a trial run for the vendor, we did not know if we would be contracting with them for a second year, or if we would contract with a different vendor.
3. It would be unreasonable to bid this contract out as Systems by Rich Consulting helped us develop standards for janitorial services, in which they evaluated bids based on their management fee, net bid price, net wages, and relevant references. K & M Kleening received the highest rating and the Division of Water is pleased with their performance over the last year.
4. The cost of this service is based on a quote from the vendor.
It is requested that this Ordinance be handled in an emergency manner, as our current janitorial contract will expire October 12, 2004, and we need to have a new contract in process by then.
FISCAL IMPACT: The Division of Water has allocated $200,000.00 for janitorial services at the Public Utilities Complex in the 2004 Budget.
$168,328.00 was spent for these janitorial services in 2003.
$139,383.12 was spent for these janitorial services in 2002.
Title
To authorize the Public Utilities Director to modify and increase the contract with K&M Kleening Service, Inc., for janitorial services at the Public Utilities Complex, for the Division of Water, to authorize the expenditure of $190,419.02, from Water Systems Operating Fund, and to declare an emergency. ($190,419.02)
Body
WHEREAS, the Division of Water has contract number EL003747 with K & M Kleening Service, for janitorial services at the Public Utilities Complex, and
WHEREAS, the Division originally entered into this contract in 2003 through the help of Systems by Rich Consulting to develop standards for janitorial services, and
WHEREAS, K & M Kleening Service received the highest evaluation and the Division of Water is pleased with their performance over the last year, therefore, we would like to modify the original contract and enter into a second year, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Public Utilities Director to modify and increase the contract, with K & M Kleening Service, Inc., for janitorial services at the Public Utilities Complex, in an emergency manner, as the current contract will expire October 12, 2004, and we need to have a new contract in process by then, for the immediate preservation of public health, peace, property and safety; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Public Utilities Director be and is hereby authorized to modify and increase the contract with K&M Kleening Services, Inc., for janitorial services at the Public Utilities Complex, for the Division of Water, Department of Public Utilities.
Section 2. That the expenditure of $190,419.02 or as much thereof as may be needed is hereby authorized from Water Works Fund 600, Department 60-09, OCA Code 602755, Object Level One 03, Object Level Three 3396, to pay the cost thereof.
Section 3. That for 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.