Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify a contract with CBRE Government Services, LLC (CBRE) for facility management services at the Franklin County Municipal Court Building. Since 2007, the Department of Finance and Management has contracted for facility management services for the Franklin County Municipal Court Building at 375 S. High Street.
CBRE is responsible for regularly assessing the conditions of the building and its systems, developing and implementing building operations (including janitorial and security services), performing preventive maintenance, and establishing capital plans necessary to maintain, preserve, and keep the premises in good repair and condition. At the City’s request, CBRE may also act as a liaison and assist in the oversight of the design and build out of building renovations and improvements at these facilities.
This modification is necessary to add additional funding to the facility management agreement. These additional funds are necessary to fund the flooring and elevator generator replacement at the Municipal Court Building; as well as personnel costs to ensure responsible wage compliance.
The initial term of this contract was awarded pursuant to Ordinance 1223-2019 and was for the period June 1, 2019 - May 31, 2020, with four (4) annual renewal options. The first contract renewal was awarded pursuant to Ordinance 0873-2020 and was for the period June 1, 2020 - May 31, 2021. A contract modification was done to add additional funds in the amount of $270,000 pursuant to ordinance 2100-2020. The second contract renewal was awarded pursuant to Ordinance 0908-2021 and was for the period June 1, 2021 - May 31, 2022. The third renewal was awarded pursuant to Ordinance 0653-2022 and was for the period June 1, 2022 - May 31, 2023. A contract modification was done for additional funds in the amount of $160,000.00, pursuant to Ordinance No. 3171-2022. The fourth (4th) and final contract renewal was awarded pursuant to Ordinance 1258-2023 for the period June 1, 2023 - May 31, 2024.
The cost break-down for the additional funding needed for this facility management services at the Municipal Court Building are as follows:
Flooring Replacement - $119,628.00
Elevator Generator Replacement - $32,500.00
Personnel Costs - $56,845.00
Emergency action is requested to ensure that this contract can be modified promptly so that necessary facility repairs and small scale renovations can continue without interruption and to ensure funding is in place to meet the responsible wage increase for 2024.
CBRE Government Services, LLC Federal Tax ID: 80-0659792, CC027385
Fiscal Impact: This ordinance authorizes a transfer and expenditure of up to $208,973.00 within the General Fund with CBRE Government Services, LLC for facility management services at the Franklin County Municipal Court Building.
Ordinance 1258-2023 authorized the expenditure of $1,633,828.00 for these facility management services. With this modification, the 2023-2024 contract amount will be $1,842,801.00. In 2022, the Finance and Management Department expended $2,944,710.00 for these services collectively.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Facilities Management Division, to modify a contract with CBRE Government Services LLC for facility management services at the Franklin County Municipal Court Building; to authorize the transfer and expenditure up to $208,973.00 within the General Fund; and to declare an emergency. ($208,973.00)
Body
WHEREAS, the Department of Finance and Management is currently under contract with CBRE Government Services, LLC for facility management services related to maintaining and operating the Franklin County Municipal Court Building at 375 S. High Street; and
WHEREAS, it is necessary to modify this contract in order to add additional funding to the facility management agreement; and
WHEREAS, these additional funds are needed to fund elevator repair and flooring replacement at the Municipal Court Building as well as personnel costs for responsible wage compliance; and
WHEREAS, it is necessary to authorize a transfer and expenditure up to $208,973.00 within the General Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Facilities Management Division, in that it is immediately necessary to authorize the Finance and Management Director to modify a contract with CBRE Government Services, LLC so that necessary facility repairs and small scale renovations can continue without interruption and to ensure funding is in place to meet the responsible wage increase for 2024, 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, on behalf of the Facilities Management Division, is hereby authorized to modify a contract with CBRE Government Services, LLC for facility management services at the Franklin County Municipal Court Building.
SECTION 2. That the transfer of $208,973.00, or so much thereof as may be necessary in regard to the actions authorized in SECTION 1, is hereby authorized within the General Fund 1000, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $208,973.00, or so much thereof as may be needed pursuant to the action(s) authorized in SECTION 1 above, is hereby authorized within the General Fund 1000, per the accounting codes in the attachment to this ordinance.
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 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 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 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 nor vetoes the same.