Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director on behalf of the Facilities Management Division to enter into a contract to purchase three (3) riding floor scrubbers from Carmen’s Distribution System, Inc. These machines will be utilized for upkeep and cleaning at various city facilities.
Formal bids were solicited via RFQ031676 and the City received five (5) bids on November 17, 2025, as follows:
|
Nassau Trading, Inc. |
CC050674 |
Exp. 10/21/2026 |
$7,239.00 |
|
Kijero, LLC |
CC049660 |
Exp. 7/2/2026 |
$19,500.00 |
|
Carmen’s Distribution Systems, Inc. |
CC005749 |
Exp. 6/10/2027 |
$24,075.00 |
|
Kinnare Zahid |
CC050762 |
Exp. 10/25/2026 |
$25,500.00 |
|
Positive Slopes, LLC |
CC048357 |
Exp. 3/12/2026 |
$46,553.37 |
The bids from Nassau Trading, Inc. and Kijero, LLC have been deemed nonresponsive due to the quoted model not fully meeting the specifications. The model bid by Nassau Trading, Inc. and Kijero, LLC did not specify the lithium batteries are warrantied for life of the machine against defect and a 5-year warranty on all parts and labor. Therefore, the Facilities Management Division recommends the bid award be made to the lowest, responsive, and responsible bidder, Carmen’s Distribution System, Inc.
Carmen’s Distribution System, Inc. EIN# 31-1657058, vendor#005749, CC-005749
Emergency action is requested so that cleaning services can begin as soon as possible.
FISCAL IMPACT: This legislation authorizes an expenditure of $24,075.00 from the General Permanent Improvement Fund 7748 for the purchase of three (3) riding floor scrubbers at the Facilities Management facilities. An amendment to the 2025 Capital budget will be necessary.
Title
To authorize the Director of the Department of Finance and Management, on behalf of Facilities Management Division, to enter into a contract with Carmen’s Distribution System, Inc. for the purchase of three (3) riding floor scrubbers at the Facilities Management facilities; to authorize the transfer, and expenditure of $24,075.00 from the General Permanent Improvement Fund; to amend the 2025 Capital Improvement Budget; and to declare an emergency. ($24,075.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Facilities Management Division has a need to purchase three (3) riding floor scrubbers for the upkeep and cleaning at the Facilities Management facilities; and
WHEREAS, it is necessary to amend the 2025 Capital Improvement Budget; and
WHEREAS, it is necessary to authorize the transfer and expenditure of funds within the General Permanent Improvement Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Facilities in that it is immediately necessary to authorize the Finance and Management Director to enter into a contract for the purchase of three (3) riding floor scrubbers from Carmen’s Distribution System, Inc. for the upkeep and cleaning at the Facilities Management facilities, thereby preserving and maintaining a proper clean and healthy work environment, all for the immediate preservation of 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 is hereby authorized to enter into a contract, on behalf of the Facilities Management Division, with Carmen’s Distribution System, Inc. for the upkeep and cleaning of the Facilities Management facilities.
SECTION 2. That the 2025 Capital Improvement Budget be amended in Fund 7748 as follows:
Project Number Project Name Current Auth. Revised Auth. Change
P450701-100000 Facilities Mgmt - Gen Contracting $2,071,429 $2,047,354 ($24,075)
P450705-100004 Facilities Management - Equipment $0 $24,075 $24,075
SECTION 3. That the transfer in the amount of $24,075.00 between projects in fund 7748 is hereby authorized and approved per the accounting codes in the funding attachment to this ordinance.
SECTION 4. That the expenditure of $24,075.00 or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved per the accounting codes in the funding attachment to this ordinance.
SECTION 5. 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 6. 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 7. That the City Auditor is hereby authorized to transfer the unencumbered balance remaining for this project account to the unallocated balance account within the same fund upon receipt of proper notification from the Department of Finance and Management that the project has been completed and the monies are no longer required for this project.
SECTION 8. 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.