Explanation
Background:
This legislation authorizes the Finance and Management Director to modify and renew a contract on behalf of the Fleet Management Division with Express Wash Holdco, LLC for vehicle washing services.
The City of Columbus previously bid and successfully awarded Express Wash Holdco LLC (DBA: Moo Moo Express Car Wash) the contract for vehicle washing services, pursuant to bid solicitation RFQ027760. The original contract was entered into on June 30, 2024, with the option to modify and renew for three (3) additional one (1) year periods upon mutual agreement and approval of Columbus City Council. This ordinance is seeking approval of the second of three allowed renewals. Ord 0580-2025 renewed this contract for the year 2025. Due to an increase in cost and utilization the initial allotted amount will need to be increased to $225,000.00. This modification and renewal will allot enough money to continue these services uninterrupted. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
A total of $225,000.00 will be spent from the Fleet Management Operating Fund with Express Wash Holdco LLC (DBA: Moo Moo) for vehicle washing services. The Fleet Management Division budgeted $225,000.00 in the operating fund for these services in 2026.
This contract was bid with three (3) annual contract modification and renewal options. The Finance and Management Department would like to exercise the second (2nd) of the three (3) annual contract renewals.
1. Amount of additional funds: The total amount of additional funds needed for the modification is $100,000.00. Total contract amount including this modification is $225,000.00.
2. Reason additional funds were not foreseen: Services were anticipated under the original contract; however, utilization and the unit rate increased requiring additional funding. This is a planned modification and renewal as per original Ordinance No. 1754-2024.
3. Reason other procurement processes were not used: The City currently works with Express Wash Holdco LLC for these services. Regular procurement processes were utilized.
4. How was the cost determined: The cost of this modification was determined by negotiations between the City and the Vendor. The vendor proposed an increase to $9.00 and through negotiations, a final unit rate of $8.00 was agreed upon. The negotiated rate is considered fair and reasonable and reflective of current service needs.
Supplier: Express Wash Holdco, LLC., D365#042883 $225,000.00
Fiscal Impact: This ordinance authorizes modification and the renewal of the contracted amount from $125,000.00 to $225,000.00 and the expenditure of $225,000.00 from the Fleet Management Operating Fund with Express Wash Holdco LLC (DBA: Moo Moo) for vehicle washing services. Fleet Management Division expended $125,000.00 in 2025 for these services. Fleet Management Division expended $125,000.00 in 2024 for these services.
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in order to allow the continuation of vital services to keep the Division of Finance and Management - Fleet Management division operations running efficiently for the health and prosperity of City of Columbus citizens.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Fleet Management Division, to modify and renew a contract with Express Wash Holdco LLC (DBA: Moo Moo) for vehicle washing services; to authorize the expenditure of $225,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($225,000.00)
Body
WHEREAS, it is necessary to contract for annual vehicle washing services for City of Columbus vehicles; and
WHEREAS, the Fleet Management Division solicited a bid (RFQ027760) and awarded this contract to Express Wash Holdco LLC (DBA: Moo Moo); and
WHEREAS, Ordinance No. 1754-2024, passed by City Council on July 3, 2024, authorized the original contract with Express Wash Holdco LLC (DBA: Moo Moo) for an initial one-year term, which provided for three (3) annual renewal options; and
WHEREAS, this ordinance seeks authority for the second (2nd) of three (3) annual renewal provisions provided for within the original contract; and
WHEREAS, it is necessary to authorize the modification of the contract for $100,000.00; and
WHEREAS, it is necessary to authorize a renewal contract and the expenditure of $225,000.00 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, an emergency exists in the usual daily operation of the Department of Finance and Management, Fleet Management Division that it is immediately necessary to authorize the Director of Finance and Management to modify and renew the contract and establish a purchase order with Express Wash Holdco LLC, dba Moo Moo, to allow the continuation of services to keep the Fleet Management operations running efficiently for the health and prosperity of City of Columbus citizens, all for the immediate preservation of the public health, peace, property and safety; NOW, THEREFORE;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to modify and renew a contract with Express Wash Holdco (DBA: Moo Moo) for vehicle washing services.
SECTION 2. That the expenditure of $225,000.00 or so much thereof as may be necessary in regard 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 or vetoes the same.