Explanation
Background:
This ordinance authorizes the Finance and Management Director to enter into contract for the Fleet Management Division for security services for the fleet maintenance facility located at 4211 Groves Road.
Solicitation #SA003511, was publicly posted to the City of Columbus Vendor Services web site until Wednesday March 17, 2010. A total of thirteen companies submitted responses to the solicitation as follows (2 MBE, 0 FBE):
Ohio Special (MBE) Hourly rate $11.75 Holiday rate $11.75
API Security Systems 12.50 12.50
SLC 14.00 21.00
Premier (MBE) 14.30 14.30
Corporate Security Solutions 17.51 25.76
US Security 17.74 25.19
Willo 17.75 26.62
G4S 18.00 18.00
St. Moritz 18.31 27.40
United 19.89 29.84
Allied 20.37 30.56
Teachout 21.78 32.67
The Fleet Management Division recommends a contract award to the most responsive and responsible bidder, API Security Services and Investigations Inc. in the amount of $59,200.00. An additional $4,000.00 will be included in case of any unforeseen incidences which would require additional security hours during the contract period.
The apparent lowest bidder, Ohio Special Services Group, LLC did not provide several required documents. These include a current and past client list to be used as references, an organizational chart including details and identities of supervisory personnel and number of employees and a training plan for procedures used when notifying police of criminal activity. Therefore, their bid was deemed non-responsive.
The current contract for security is with CSS Corporate Security Solutions. A previous contract with CSS Corporate Security Solutions ended on February 28, 2010. The purchase order for that contract was inadvertently set up for an amount less than what was needed. This ordinance authorizes a purchase order in the amount of $7,748.08 with CSS in order for the Fleet Management Division to make its account current.
API Security Services and Investigations Contract Compliance number is #35-2158980, expiration date 01/01/2010. Corporate Security Solutions Contract Compliance number is #38-1903209, expiration date 03/03/2012.
Emergency Action is requested so that the current security company, Corporate Security Solutions will receive their funding which will make our account current. Then we can proceed with the new security company, API Security Company and complete the required paperwork necessary to start by the June 1, 2010 start date. This will ensure a smooth transition for security at the Fleet Maintenance Facility.
Fiscal Impact: The Fleet Management Division budgeted $100,000 for security services. The amount expended in this ordinance for security is $70,948.08.
Title
To authorize the Finance and Management Director to enter into contract with API Security Services and Investigations, Inc. for security services at the Fleet Maintenance Facility at 4211 Groves Road; to authorize the Finance and Management Director to establish a purchase order to pay Corporate Security Services for services provided; to authorize the expenditure of $70,948.08 from the Fleet Services Fund; and to declare an emergency. ($70,948.08)
Body
WHEREAS, a need exists for security services for the Fleet Maintenance Facility at 4211 Groves Road; and
WHEREAS, the Fleet Management Division solicited bids and recommends API Security Services and Investigations, Inc. as the lowest responsive and responsible and best bidder; and
WHEREAS, an emergency exists in the usual, daily operations of the Fleet Management Division in that it is necessary to enter into contract for security services for the fleet maintenance facility at 4211 Groves Road for the preservation of public peace, property, health, safety and welfare, now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance and Management Director is hereby authorized to enter into contract with API Security Services and Investigations, Inc for $63,200.00 for the period June 1, 2010 through May 31, 2011.
Section 2. That the Finance and Management Director is hereby authorized to establish a purchase order with Corporate Security Solutions for $7,748.08 for their previous contract.
Section 3. That the expenditure of $70,948.08 is hereby authorized from the Fleet Management Fund, 513, Division 45-05, OCA code 451347,Object Level 01-03, Object Level 03-3398.
Section 4. That for reasons stated in the preamble hereto, which is hereby made a part thereof, 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 the passage if the Mayor neither approves nor vetoes the same.