Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into a service agreement with Day Funeral Service LLC for the provision of indigent cremations as needed for the City of Columbus.
Ohio Revised Code Section 9.15 requires that the City be responsible for the cost of burial or cremation of an indigent person. The scope of services for this contract will include: processing, negotiating, and auditing indigent cremation claims.
Bid Waiver Justification: Formal Bid # RFQ023138 was opened on November 22, 2022 for the processing of indigent cremations. One response was received from Day Funeral Service LLC. The evaluation committee comprised of personnel from the Division of Support Services and the Columbus Health Department reviewed the submission and scored the bid based upon the criteria within the solicitation. Based on the average score from the committee, the bid was recommended to be awarded to Day Funeral Service LLC effective March 1, 2023. The specifications within the RFP allowed for the option of three (3) one (1) year renewals. The third one year renewal was not processed before the previous renewal expired, so a new contract is needed. It is in the best interest of the City of Columbus to enter into contract with our current vendor, Day Funeral Service LLC, to continue this program without interruption. Furthermore, Day Funeral Service LLC was the only bidder the last time this contract was put out for bid. We plan to put this contract out to bid again in 2025.
SUPPLIER: Day Funeral Service LLC, Vendor # 012847, contract compliance # 61-1688640, expires 11/18/2024
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: $280,000.00 is needed and budgeted in the 2024 Support Services General Fund Budget for this expenditure.
$282,230.23 was spent for this purpose in 2023.
$309,665.89 was spent for this purpose in 2022.
Emergency Designation: Emergency designation is needed to avoid a lapse in funding so these essential services can continue uninterrupted.
Title
To authorize the Director of the Department of Public Safety, on behalf of the Division of Support Services, to enter into a service agreement with Day Funeral Service LLC for indigent cremation services; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $280,000.00 from the General Fund; and to declare an emergency. ($280,000.00)
Body
WHEREAS, Chapter 145 of Columbus City Code and Section 9.15 of the Ohio Revised Code require the City to sustain the cost of burials of indigent persons under certain circumstances; and
WHEREAS, Formal Bid # RFQ023138 was opened on November 22, 2022 and, following a review process, the contract for indigent cremation services was awarded to Day Funeral Service LLC; and
WHEREAS, the original contract allowed for the option of three (3) one (1) year contract renewals; and
WHEREAS, the third one year renewal was not processed before the second renewal expired, therefore a new contract is needed; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions of City Code Chapter 329 to enter into this contract given the specialized and unique nature of the services provided; and,
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to authorize the Director to enter into an agreement for indigent cremation services with Day Funeral Service LLC in order to fulfill the requirements of Chapter 145 of Columbus City Code and Section 9.15 of the Ohio Revised Code; for the immediate preservation of the public health, welfare, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Safety, on behalf of the Division of Support Services, be and is hereby authorized enter into contract with Day Funeral Service LLC for indigent cremation services.
SECTION 2. That the expenditure of $280,000.00 or so much thereof as may be needed, be and the same hereby is authorized in Fund 1000 General Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds it to be in the best interest of the City to waive the relevant provisions of Chapter 329 of Columbus City Code relating to competitive bidding for this purchase.
SECTION 4. That said firm shall conduct the work to the satisfaction of the Director of the Department of Public Safety and the Administrator of the Division of Support Services.
SECTION 5. 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 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.