Explanation
This legislation authorizes the Finance and Management Director to modify a contract on behalf of the Facilities Management Division with Key Cleaning Connection, LLC, for custodial services at the Columbus Police Academy, located at 1000 North Hague Avenue.
This modification seeks to add additional funding and extend the term of the Facility Management agreement. It is necessary to extend the term through May 31, 2025 to allow the Department of Finance to bid out these services via Best Value Proposal solicitation. The current contract period ends November 30, 2024.
This contract was formally bid in 2019 and Key Cleaning Connection, LLC, was deemed the lowest, responsive, and responsible bidder. The initial term with four (4) annual renewal options. The initial term for this contract was for the period December 1, 2019 through November 30, 2020 and was authorized via Ordinance 2718-2019. The first renewal option was exercised via Ordinance 1991-2020 for the period December 1, 2020 through November 30, 2021. The second renewal option was exercised via Ordinance 2141-2021 for the period December 1, 2021 through November 30, 2022. The third renewal was exercised via Ordinance 2730-2022 for the period December 1, 2022 through November 30, 2023. The fourth (4th) and final renewal option and renew the contract for the period December 1, 2023 through November 30, 2024, via Ordinance 2741-2023.
The cost breakdown for the additional funds needed are as follows;
Facility Cleaning Service - $161,538.66
Contingency - $5,000.00
Emergency Action is requested to ensure the cleaning services at the Police Academy can continue without interruption.
Fiscal Impact: This ordinance authorizes an expenditure of $166,538.66 from the general fund with Key Cleaning Connection, LLC, for custodial services at the Columbus Police Academy, located at 1000 North Hague Avenue. The Facilities Management Division has sufficient funding in the operating budget for these services.
Key Cleaning Connection LLC, vendor# 005783, EBO_MBE Vendor
Title
To authorize the Finance and Management Director, on behalf of the Facilities Management Division, to modify a contract with Key Cleaning Connection, LLC, for custodial services at the Columbus Police Academy; to authorize the expenditure of $166,538.66 from the general fund; and to declare an emergency. ($166,538.66)
Body
WHEREAS, the Department of Finance & Management is currently under contract with Key Cleaning Connection, LLC, for annual custodial services at the Columbus Police Academy, located at 1000 North Hague Avenue; and
WHEREAS, the current agreement ends on November 30, 2024 and it is the desire of the Department of Finance and Management to bid out the facility management services via a Best Value Proposal solicitation; and
WHEREAS, it is necessary to modify this contract in order to add additional funding to and extend the term of the facility management agreement to May 31, 2025; and
WHEREAS, it is necessary to authorize an expenditure up to $166,538.66 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 Key Cleaning Connection, LLC, so that facility cleaning services at the Police Academy can continue without interruption, 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 Key Cleaning Connection, LLC, for custodial services at the Columbus Police Academy, located at 1000 North Hague Avenue.
SECTION 2. That the expenditure of $166,538.66 or so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized in Fund 1000, General Fund in object class 03 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 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