Explanation
BACKGROUND: This ordinance authorizes the Public Service Director to modify a contract with Systems by Rich Consulting LLC for professional custodial service administration and management of the quality assurance and training programs at the new Police Academy, 1000 North Hague Avenue in the amount of $13,431.73. Systems by Rich Consulting LLC is retained by the City to ensure custodial contract compliance, oversight, and training for the custodial staff of the custodial services contractor. The new Police Academy is currently scheduled to be substantially completed in mid- or late November. The original intention of the Facilities Management Division was to enter into a 12-month contract for custodial service administration and management beginning November 1, 2004 through October 31, 2005, and the contract was bid out as such. Originally, the contract was bid in June 2003 to include the development of specifications, bidding assistance, custodial service administration and management. Due to budget constraints, the Facilities Managment contracted with Systems by Rich, LLC for the develpment of custodial specifications at a cost of $40,000, as authorized by Ordinance 0880-2004, passed June 23, 2004. Due to these budget constraints within the 2004 Budget, the Facilities Management Division is requesting to fund this modification of System by Rich LLC's existing contract for the 4-month period of November 1, 2004 through February 28, 2005. Upon the passage of the 2005 Budget, and with Council approval, the Facilities Management Division will request a renewal of the contract for a 12-month period covering March 1, 2005 through February 28, 2006, in the amount of $40,827.17. The winning contractor was selected based upon a 12-month bid. The cost of the first four months of this modification includes start-up costs and regular charges associated with the first four months of the contract.
Formal proposals were solicited in June 2003. One firm submitted a proposal. (1 MBE, 0 FBE).
Systems by Rich Consulting LLC $40,718.77
It is the recommendation of the Facilities Management Division to award this contract to Systems by Rich Consulting LLC, Contract Compliance Number 31-1756535, expiration date 04/26/2007.
Emergency Action is requested so that custodial services may begin upon substantial completion of the Police Academy. Legislation was unable to be drafted sooner due to budget concerns that had to be negotiated with the Finance Department.
Fiscal Impact: The adopted 2004 Budget did not provide for the cleaning of the new Police Academy; however, since it has been substantially completed several months earlier than initally expected it is necessary to to begin providing for its proper maintenance. This fact was early reported in both the First and Second Quarter Financial Reviews, and will be specifically addressed in the upcoming Third Quarter Financial Review. This ordinance authorizes the expenditure of $13,431.73.
Title
To authorize the Public Service Director to modify a contract with Systems by Rich Consulting LLC on behalf of the Facilities Management Division for professional custodial service administration and management of the quality assurance and training programs at the new Police Academy; to authorize the expenditure of $13,431.73 from the General Fund; to waive the competitive bidding provisions of the City Codes; and to declare an emergency. ($13,431.73).
Body
WHEREAS, the new Police Academy at 1000 North Hague Avenue is currently scheduled to be substantially complete in mid-or late November, and
WHEREAS, it is necessary to modify a contract for custodial service administration and management prior to completion of the Police Academy in order for necessary custodial training to be properly completed, and
WHEREAS, the Facilities Management Division formally bid for custodial service administration and management, and
WHEREAS, it is the recommendation of the Facilities Management Division to award the contract to the most responsive and responsible bidder, Systems by Rich LLC, and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Facilities Management Division, in that it is immediately necessary to authorize the Public Service Director to modify a contract with Systems by Rich LLC, ensuring that custodial service administration and management at the new Police Academy are in place when the building is substantially completed, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Service Director is hereby authorized to modify a contract with Systems by Rich LLC for custodial service administration and management at the new Police Academy at 1000 North Hague Avenue from November 1, 2004, through February 28, 2005.
SECTION 2. That the expenditure of $13,431.73 or so much thereof that may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 59-07
Fund: 010
OCA Code: 281014
Object Level 1: 03
Object Level 3: 3396
Amount: $13,431.73
SECTION 3. That the Council finds it in the best interest of the City of Columbus to waive requirements of competitive bidding provisions of the Columbus City Codes, 1959.
SECTION 4. 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 or vetoes the same.