Explanation
BACKGROUND: This ordinance authorizes the Director of Public Utilities to enter into a contract with Cornerstone Maintenance Services, Ltd. to provide HVAC and Air Purification Equipment Maintenance Services for the various facilities within the Department of Public Utilities, FEM Project No. 1505.2. The Department facilities that are currently in need of this contract are Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, and the Southwesterly Compost Facility. Other Department facilities may be added in the future by modification. The work to be performed under this contract will be mainly HVAC & Air Purification units and their associated equipment and systems that require inspection, sampling, testing, troubleshooting, balancing, media replacement, maintenance, and repair or replacement of failed components. The work may also include updating of software for the various HVAC units or any HVAC associated equipment. Maintenance and repair of piping and ductwork are also considered part of the HVAC and Air Purification system and therefore part of the required work.
The Department of Public Utilities advertised and solicited competitive bids in accordance with Section 329 (Solicitation SA005326). One hundred twenty-two (122) vendors (105 MAJ, 4 MBR, 8 M1A, 3 F1, 2 AS1) were solicited and three (3) bids (2 MAJ, 1 not Certified) were received with two (2) bids opened on March 19, 2014. The third bid was returned unopened to Kirk Williams Company because it was erroneously delivered to the Division of Sewerage and Drainage at 1250 Fairwood Avenue on March 19, 2014 at 2:58 pm. The bid document stated that bids must be received at 910 Dublin Road by 3:00 pm on March 19, 2014. The lowest bid from Cornerstone Maintenance Services, Ltd. is recommended for an award, as the lowest, responsive and responsible bid received. Their bid amount was $282,759.00. The bid schedule included maintenance items for the Division of Sewerage and Drainage (DOSD) work and a $200,000.00 allowance amount that would be utilized to fund needed and approved changes in the work for DOSD Facilities only. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. The contract is for one (1) year from the date of execution by the City of Columbus, with the option to renew for three (3) additional years, on a year to year basis.
SUPPLIER: Cornerstone Maintenance Services Ltd. (01-0852059), Expires January 3, 2015
Cornerstone Maintenance Services, Ltd. does not hold MBE/FBE status.
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: $282,759.00 is needed and budgeted for this contract, for 2014, within the Sewerage System Operating Fund.
$215,462.11 was spent in 2013
$372,016.07 was spent in 2012
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle which will result in gaps in the routine maintenance and needed repairs of the HVAC equipment. Repair work on air conditioning units is essential for operation of the plants. Many places throughout the plants require air conditioning to provide essential cooling for process considerations where heat is generated due to the operation of large equipment such as large motors (effluent pumps), motor control centers, laboratories, etc. There is currently a need for repair work on some of the 300+ air conditioning units, along with the need for filters to be replaced on a monthly basis, and sometimes more frequently in the spring and early summer, due to cottonwood pollen. When filters become clogged, AC units will shut down which in turn affects the process. The maintenance that is performed monthly is also essential to keeping these units operating at peak performance.
Title
To authorize the Director of Public Utilities to enter into a contract with Cornerstone Maintenance Services, Ltd. to provide HVAC and Air Purification Equipment Maintenance Services for the Department of Public Utilities, to authorize the expenditure of $282,759.00 from the Sewerage System Operating Fund; and to declare an emergency. ($282,759.00)
Body
WHEREAS, a need exists in the Department of Public Utilities for HVAC and Air Purification Equipment Maintenance Services at the various facilities; and
WHEREAS, the Department facilities that are currently in need of this contract are the Division of Sewerage and Drainage facilities of Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant, and the Southwesterly Compost Facility. Other Department facilities may be added in the future by modification; and
WHEREAS, two (2) bids were received and tabulated by the Department of Public Utilities on March 19, 2014, SA005326, for HVAC and Air Purification Equipment Maintenance Services for the various facilities within the Department of Public Utilities, FEM Project No. 1505.2; and
WHEREAS, one (1) additional bid had been submitted by the Kirk Williams Company, but was erroneously delivered to the wrong location. The bid document stated that all bids must be submitted to 910 Dublin Road by 3:00 pm on March 19, 2014. This bid was submitted to 1250 Fairwood Avenue at 2:58 pm on March 19, 2014, and therefore was returned to the bidder unopened; and
WHEREAS, a contract is being established with Cornerstone Maintenance Services, Ltd. based upon the lowest, responsive, responsible and best bid received; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to enter into a contract with Cornerstone Maintenance Services, Ltd. in order to maintain these vital equipment maintenance services and allow for routine maintenance and necessary repairs to the air conditioning units to proceed without delay for the immediate preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to enter into a contract for HVAC and Air Purification Equipment Maintenance Services for the various facilities within the Department of Public Utilities, FEM Project No. 1505.2 in the amount of $282,759.00 with Cornerstone Maintenance Services, Ltd., 10779 US Hwy 42 South, Plain City, Ohio 43110, as the lowest responsive and responsible bidder, and in accordance with the specifications on file.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 3. That the expenditure of $282,759.00, or so much thereof as may be necessary, be and the same hereby is authorized from the Sewerage System Operating Fund, Fund 650, Department 60-05, to pay the cost of this contract, as follows:
OCA: 605378
Object Level 1: 03
Object Level 3: 3372
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 for the 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.