Explanation
BACKGROUND: To modify and extend the existing citywide (UTC) contract for the option to purchase the rental of parking spaces for city agencies, to and including May 31, 2011. This is the same term as the original agreement and as the modification includes a 30-day cancellation clause this is in the best interests of the city. The Division of Police is the largest user; Development, EBOCO and the City Attorney also use this contract. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Proposal No. SA000463JY) on June 5, 2003. FL0002024 was established with Marconi Garage, LLC through December 31, 2008 as the lowest responsive responsible bidder. Contract compliance # 31-6084775. This company is not debarred according to the Federal Excluded Party Listing System or the State Auditor Findings for Recovery Database.
1. Amount of additional funds: No funding is required to modify the option contract(UTC). The estimated annual expenditure is $140,000.00. Each agency must obtain approval to expend their budgeted funds.
2. Reason additional needs were not foreseen: The original contract allows for extension and specifies rental of no fewer than 160 parking spaces. In April 2006, the Division of Police will relocate approximately thirty-five (35) vehicles from the Marconi garage to a new location at 750 E. Long St This breaches the original contract by reducing the number of spaces rented. As downtown parking for City vehicles is still needed and efforts to identify other city vehicles to fill vacated spaces were unsuccessful, the Purchasing Office negotiated a new agreement with Marconi Garage LLC. Other contract provisions will remain in accordance with the original agreement.
3. Reason other procurement processes not used: The Finance and Mangement Director and Division of Police, the largest user, have determined that based on the cost and availability of garage parking downtown, a modification of the contract and waiver legislation is in the best interest of the city.
4. How cost was determined: The cost per space is a result of negotiations between city representatives and the owner of Marconi Garage, LLC.
FISCAL IMPACT: No funding is required to extend the option contract. Each agency will establish a purchase order for their estimated annual expenses.
This ordinance is being submitted as an emergency because without emergency action, no less than 37 days will be added to the procurement cycle and the efficient delivery of public services will be slowed.
Title
To authorize and direct the Finance and Management Director to modify and extend the existing citywide contract (UTC) for the option to purchase the Rental of Parking Spaces, with Marconi Garage, LLC., to waive competitive bidding requirements and to declare an emergency.
Body
WHEREAS, in June 2003 the Purchasing Office advertised and solicited formal bids and awarded a 5 year contract to the lowest, responsive, responsible and best bidder; and
WHEREAS, due to changes in the city's needs, the vendor has agreed to extend contract FL002024, a UTC for the rental of parking spaces, to and including May 31, 2011 and it is in the best interest of the City to do so; and
WHEREAS, the City and the vendor have agreed to modify the original contract language to include the flexibility to rent an unspecified number of spaces and this flexibility is in the City's best interest and have also agreed upon a $100 per space monthly fee to be reviewed annually during the term of the contract; and
WHEREAS, it is necessary to modify and extend the contract for the rental of parking spaces in order to ensure our ability to provide parking spaces to any agency as needed, this ordinance is submitted as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various city agencies, including the Department of Public Safety, Divison of Police, in that it is immediately necessary to modify contract FL002024 for an option to purchase the rental of parking spaces 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 Finance and Management Director be and is hereby authorized and directed to extend FL002024 for the Rental of Parking Spaces with Marconi Garage, LLC., to and including May 31, 2011.
SECTION 2. That the Finance and Management Director be and is herby authorized and directed to modify the contract to include the flexibility to determine the number of parking spaces needed for City vehicles, and that the cost of each parking space rental will be $100.00 per month; and other contract provisions will remain in accordance with the original agreement.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) and Section 329.16 (Modifications) of the Columbus City Code.
SECTION 4. 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.