Explanation
Background: This legislation authorizes the Finance and Management Director, on behalf of the Division of Facilities Management, to modify and renew the contract with CSI International LLC, to purchase custodial services for the Fleet Management Building located at 4211 Groves Road. The Division of Facilities Management is responsible for the maintenance and upkeep of various city facilities under the purview of the Mayor.
Bid Information: RFQ021213 was advertised on March 9, 2022, and three (3) Best Value Procurement proposals with pricing were received on April 6, 2022.
An evaluation committee reviewed and scored the proposals based on the criteria included Columbus City Code, Section 329.27. The Department of Finance and Management recommends an award be made to CSI International LLC. CSI International LLC, CC#029793 was found to be the lowest and best bidder.
Competitive best value proposals from qualified companies were solicited to provide all aspects of custodial services including, but not limited to, general cleaning, supplies, emergency response plans, work inspections, and employee supervision for the fleet facility. This contract allows four (4) annual renewal options, which may be exercised at the discretion of the City. The renewals are on a year to year basis and are subject to funds availability and approval of Columbus City Council. This is the fourth of four (4) renewals of this contract for the period August 1, 2026 - July 31, 2027. CSI International, LLC, will adhere to Code Section 329 regarding payment of a responsible wage.
This contract was bid with four (4) annual contract modification and renewal options. The Finance and Management Department would like to exercise the fourth (4th) of the four (4) annual contract renewals.
1. Amount of additional funds: The total amount of additional funds needed for the modification is $3,830.16. Total contract amount including this modification is $162,035.84.
2. Reason additional funds were not foreseen: Services were anticipated under the original contract; however the unit rate increased requiring additional funding. This is a planned modification and renewal as per original Ordinance No. 1633-2022.
3. Reason other procurement processes were not used: The City currently works with CSI International LLC for these services. Regular procurement processes were utilized.
4. How was the cost determined: The cost of this modification was determined by the Vendor. The vendor proposed an increase to $157,035.84. The rate is considered fair and reasonable and reflective of current service needs.
The cost breakdown for this contract renewal is as follows:
Custodial Services $157,035.84
Contingency funds $5,000.00
Emergency action is requested so that custodial services at the Fleet Management Building on Groves Road can continue.
Fiscal Impact: Funding for this contract was budgeted and is available in the 2026 Fleet Management Fund budget.
Title
To authorize the Finance and Management Director on behalf of the Division of Facilities Management to modify and renew a contract with CSI International, LLC., for the purchase of custodial services for the Fleet Management Building; to authorize the expenditure of $162,035.84 from the Fleet Management Operating Budget; and to declare an emergency. ($162,035.84)
Body
WHEREAS, there is a need for continued custodial services for the Fleet management Building; and
WHEREAS, the Purchasing Office advertised and solicited Best Value Procurement proposals; and
WHEREAS, after review the Director of Finance and Management recommended acceptance of the proposal submitted by CSI International, LLC., and
WHEREAS, Ordinance No. 1633-2022, passed by City Council on June 30, 2022, authorized the original contract with CSI International, LLC for an initial one-year term, which provided for four (4) annual renewal options; and
WHEREAS, this ordinance seeks authority for the fourth (4th) of four (4) annual renewal provisions provided for within the original contract; and
WHEREAS, it is necessary to authorize the modification of the contract for $3,830.16; and
WHEREAS, it is necessary to authorize a renewal contract and the expenditure of $162,035.84 from the Fleet Management Operating Fund; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications; and
WHEREAS, this ordinance addresses Purchasing objectives of 1)maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Facilities Management, in that it is immediately necessary to authorize the Finance and Management Director to modify and renew the contract for the purchase of custodial services for the Fleet Management Building so that custodial services can continue without delay or interruption, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to modify and renew the contract with CSI International, LLC, for the purchase of custodial services for the Fleet Management Building.
CSI International CC#029793; Contract $162,035.84
SECTION 2. That the expenditure of $162,035.84, or so much thereof as may be necessary in regards to the action authorized in SECTION 1 is hereby authorized in Fund 5200 Fleet Management Operating Fund in Object Class 03-Contractual Services, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. 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 5. 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 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.