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 and extend the term of the facility management agreement. It is necessary to extend the term of the contract through May 2025 to allow for the Department of Finance and Management to bid out these services via a Best Value Proposal solicitation. The current contract period ends on December 31, 2024. A Best Value Procurement solicitation to award a new contract was expected to be administered by the Purchasing Office prior to the end of the current contract term. Due to unexpected delays, the solicitation will not be administered until early 2025, thus the need to modify the current contract to allow for service to continue until the new contract can be awarded. The vendor agreed to continue the previously agreed upon 2024 monthly facility management and operational expenses pricing for this modification.
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 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. A contract modification was done for additional funds in the amount of $208,973.00, pursuant to Ordinance 3114-2023. A contract modification was done for additional funds of $984,682.00 and extended the period to December 31, 2024, pursuant to Ordinance 0863-2024.
The cost break-down for the additional funding needed for this facility management services at the Municipal Court Building are as follows:
Facility Management - $263,719.00
Operational Expenses - $439.625.00
CBRE Government Services, LLC Federal Tax ID: 80-0659792, CC027385
Fiscal Impact: This ordinance authorizes an expenditure of up to $703,344.00 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. Ordinance 3114-2023 authorized the expenditure of $208,973.00 for flooring and elevator generator replacement as well as personnel costs. Ordinance 0843-2024 authorized the expenditure of $984,682.00 for facility management services. With this modification, the 2024-2025 contract amount will be 1,688,026.00. In 2023, the Finance and Management Department expended $1,842,801.00 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 expenditure up to $703,344.00 within the General Fund; ($703,344.00).
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, the current agreement ends on December 31, 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 $703,344.00 within the General Fund; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management , 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 expenditure of $703,344.00, 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 3. 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 4. That the monies in the foregoing Sections shall be paid upon order of the Director of the Department 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.