Explanation
BACKGROUND: This ordinance authorizes the Public Service Director to enter into a custodial services contract with Dove Building Services at the Police Academy at 1000 North Hague Avenue in the amount of $123,084.00. The new Police Academy is currently scheduled to be substantially completed in mid- or late November. The original intention of the Facilities Management Division was to enter into a 12-month contract for custodial services beginning November 1, 2004 through October 31, 2005, and the contract was bid out as such. Due to budget constraints within the 2004 General Fund Budget, the Facilities Management Division is recommending that this contract be funded for a four month period of beginning November 1, 2004 through February 28, 2005. Because this contract was bid for a 12-month contract and only four months of funding is available, the Facilities Management Division is requesting a waiver of competitive bidding in order to award a four month contract. The contractor was selected based on their overall qualificatons, and their prices over a 12-month period. Responsible service contracting provisions were included in the bid. Upon the passage of the 2005 Budget, and with Council approval, the Facilities Management Division will request a renewal of the contract for a 12-month period covering March 1, 2005 through February 28, 2006, in the amount of $269,197.00. The cost of the first four months includes start-up costs as well as regular charges for the four months of custodial service. The start-up costs in the first month include the purchase of necessary equipment, supplies, and uniforms, etc.
Formal proposals were solicited on July 30, 2004, and opened on August 17, 2004. Three firms submitted a proposal. (2 MBE*, 0 FBE).
Dove Building Services, Inc. $285,894.59*
Mid-American Cleaning Contractors $293,971.94
K&M Kleening Service $300,937.97*
It is the recommendation of the Facilities Management Division to award this contract to the most responsive and responsible bidder, Dove Building Services, Inc. Dove Building Services Contract Compliance Number 31-0918594, expiration 12/18/2004.
This ordinance also authorizes a transfer of $123,084.00 within the Facilities Management Division General Fund Budget. In 2004, the Facilities Management Division has experienced higher-than-anticipated costs in both its contracts and utilities budgets. However, the personnel budget contains a sufficient surplus to allow a transfer of $123,084.00 to the services budget.
Emergency Action is requested so that custodial services may begin upon substantial completion of the Police Academy.
Fiscal Impact: The adopted 2004 Budget did not provide for the cleaning of the new Police Academy; however, since it has been substantially completed several months earlier than initally expected it is necessary to to begin providing for its proper maintenance. This fact was early reported in both the First and Second Quarter Financial Reviews, and will be specifically addressed in the upcoming Third Quarter Financial Review. This ordinance authorizes the expenditure of $123,084, which is available by transferring funds from a projected surplus withing the personnel budget of the Division.
Title
To authorize a transfer of $123,084 within the Facilities Management Division General Fund Budget; to authorize the Public Service Director to contract for the Facilities Management Division with Dove Building Services, Inc. for custodial services at the new Police Academy at 1000 North Hague Avenue; to authorize the expenditure of $123,084.00 from the General Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($123,084.00)
Body
WHEREAS, the new Police Academy at 1000 North Hague Avenue is currently scheduled to be substantially complete in mid-or late November, and
WHEREAS, it is necessary to contract for custodial services upon substantial completion in order for necessary training to be properly completed, and
WHEREAS, the Facilities Management Division formally bid for custodial services, and
WHEREAS, the Facilities Management Division requests the wavier of bidding provisions of the Columbus City Codes to enter into contract with Dove Building Services, and
WHEREAS, it is the recommendation of the Facilities Management Division to award the contract to the most responsive and responsible bidder, Dove Building Services, and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Facilities Management Division, in that it is immediately necessary to authorize the Public Service Director to enter into contract with Dove Building Services, ensuring that custodial services at the new Police Academy are in place when the building is substantially completed, 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 City Auditor is hereby authorized and directed to transfer funds within the general fund as follows:
FROM:
Dept/Div: 59-07 | Fund 10 | Object Level 3: 1121 | OCA: 280933 | Amount: $123,084.00
TO:
Dept/Div: 59-07 | Fund 10 | Object Level 3: 3396 | OCA: 281014 | Amount: $123,084.00
SECTION 2. That the Public Service Director is hereby authorized to contract with Dove Building Services for custodial services at the new Police Academy at 1000 North Hague Avenue from November 1, 2004, through February 28, 2005.
SECTION 3. That the expenditure of $123,084.00, or so much thereof that may be necessary in regard to the action authorized in SECTION 2, be and is hereby authorized and approved as follows:
Division: 59-07
Fund: 010
OCA Code: 281014
Object Level 1: 03
Object Level 3: 3396
Amount: $123,084.00
SECTION 4. That the Council finds it in the best interest of the City of Columbus to waive requirements of competitive bidding for the custodial services at the new Police Academy, and does hereby waive provisions of Sections 329.05 and 329.06 of the Columbus City Codes.
SECTION 5. That for 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.