Explanation
BACKGROUND: In 2003 the Department contracted with Systems by Rich Consulting to assist us in developing standards to formally bid a contract for janitorial services at the Public Utilities Complex. The Department entered into contract number EL003747 with K & M Kleening Service. The initial terms of the bid included the option to extend the original contract for two one-year periods (multi-year renewal option). The Department has exercised both renewal options and is in the third and final year of this agreement. The Department had planned to re-bid this contract this year however due to a realignment of Divisions within the Department it was necessary to conduct a space study of the Public Utilities Complex. The space study requires a configuration change of the existing floor plan to accommodate the realignment. Our Janitorial Consultant has advised us that it is in our best interest to postpone the bidding process to accommodate the reassignment of personnel and equipment. The Department would like to modify and increase the original contract for an additional six months, for a grand total of $135,000.00. 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 $135,000.00. The original contract was established for $168,328.00. The total cost of the original contract, the first modification, the second modification, and this modification is $704,651.26.
2. The need for additional service was not known at the time of the initial contract. The Department recently completed a space study of the Public Utilities Complex which will require a configuration change of the existing floor plan.
3. The janitorial management consultant is recommending that the Department delay the bidding process of the new janitorial service contract during the reconfiguration of the floor plan.
4. The cost of this service is based on a quote from the vendor. Their quote also includes a living wage.
FISCAL IMPACT: The Division of Water has allocated $200,000.00 for janitorial services at the Public Utilities Complex in the 2006 Budget.
$210,904.62 was encumbered for these janitorial services in 2005.
$190,419.02 was encumbered for these janitorial services in 2004.
Title
To authorize the Public Utilities Director to modify and increase the contract, for the janitorial services contract for an additional six months at the Public Utilities Complex, with K&M Kleening Service, Inc., for the Division of Water, and to authorize the expenditure of $135,000.00, from the Water Systems Operating Fund; and to waive competitive bidding. ($135,000.00)
Body
WHEREAS, the Department has contract number EL003747 with K & M Kleening Service, for janitorial services at the Public Utilities Complex, and
WHEREAS, the Department originally entered into this contract in 2003 through the assistance of Systems by Rich Consulting to develop standards for janitorial services, and
WHEREAS, the initial terms of the agreement included the option to extend the contract for two one-year extensions, and
WHEREAS, the Division has exercised both renewal options and is in the third and final year of this agreement, and
WHEREAS, a space study of the existing structure has been undertaken to accommodate the realignment of the Department, and
WHEREAS, the janitorial consultant has advised the Department to postpone the bidding process to accommodate the reassignment of personnel and office equipment during the realignment, and
WHEREAS, the Division has been pleased with their performance over the last three years and would like to modify and increase the original contract to enter into a six month extension, and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, to authorize the Public Utilities Director to modify and increase the contract, with K & M Kleening Service, Inc., for the 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 for an additional six months at the Public Utilities Complex, for the Department of Public Utilities.
Section 2. That the expenditure of $135,000.00 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.